Loading...
HomeMy WebLinkAbout09-23-2024 City Council Agenda Packet CITY OF FAIRHOPE CITY COUNCIL REGULAR AGENDA Monday, September 23, 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 9 September 2024 Regular City Council Meeting and minutes of 9 September 2024 Work Session. 2. Report of the Mayor ▪ Fairhope Junior City Council (2024-2025) 3. Public Participation – Agenda Items – (3 minutes maximum) 4. Council Comments 5. Final Adoption - Ordinance - Amend Zoning Ordinance No. 1253 – To rezone the property of Christopher Lieb from R-1, Low Density Single-Family Residential District to B-4, Business and Professional District. The property is approximately 0.69 acres and is located at 7671 Parker Road. PPINS #: 98380, 7684. (Introduced at the September 9, 2024 City Council Meeting) 6. Ordinance - An ordinance to amend Ordinance No. 1800: VI. Leave Policies, Section C. Sick Leave; specifically adding 10. Paid Sick Leave Donation. 7. Ordinance - An ordinance to repeal and replace Ordinance No. 1756: Fairhope Code of Ordinances: Article VI, Garbage and Trash Collection and Disposal - Section 21-75: Rates. 8. Site Plan Extension Request - Applicant, S.E. Civil, acting on behalf of the Owner, FST RW LLC, is requesting a 180-day extension of the Site Plan approval that was granted for the property located at the northeast corner of Magnolia Avenue and N. Church Street known as Vatan. The Site Plan was approved on October 23, 2023. 9. Resolution - That the City of Fairhope supports the Baldwin County Multimodal Connectivity Vision Plan and will use it as a planning guide for future projects in order to gain benefits mentioned above and strengthen the quality of life within Baldwin County. 10. Resolution - That the City Council approves the selection by the Evaluation Team for Professional Engineering Services for (RFQ PS24-028) for the City of Fairhope Comprehensive Safety Action Plan (US Department of Transportation SS4A Grant) to Kimley-Horn and Associates, Inc.; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. 11. Resolution - To award (Bid No. 24-031) to Taylor Corporation for Fairhope WWTP Headworks Improvements with a bid proposal not-to-exceed $4,813,507.50. Page 1 of 448 City Council Regular Meeting September 23, 2024 Page - 2 - 12. Resolution - That the City Council reviews, approves and adopts the proposed FY2025 Budget. 13. Resolution - That the City Council desires to use Impact Fees account for equipment and projects that meet the criteria and are in the FY2025 Proposed Budget. 14. Resolution - That the City Council approves and adopts the recommendations to fund new positions and approve Pay Grades; reclassify positions; defund; and delete positions as presented in the FY2025 Budget. 15. Resolution - That the City Council approves to charge off Uncollectible Utility Accounts for Fiscal Year 2018 in the amount of $180,108.39. 16. Resolution - That the City Council authorizes Mayor Sherry Sullivan to execute an extension of the PFM Financial Advisors, LLC Engagement Letter Agreement for the City of Fairhope for Professional Consulting Services as Financial Advisor for year-long services with a not-to-exceed retainer of $20,000.00. This professional service is exempt from formal bidding per Code of Alabama 1975, Section 41-16-51 (a)(3). 17. Resolution - That the City of Fairhope approves the procurement of the renewal of 28 Annual Subscriptions of Citizenserve Software for the IT Department from Online Solutions, LLC; and authorizes procurement allowed by the Code of Alabama 1975, Section 41-16-51(a)(11). The total amount is $42,000.00. 18. Resolution - That the City of Fairhope approves the procurement of Elevator Repair at the Fairhope Public Library by TK Elevator that is on the Sourcewell Cooperative Contract (Contract #080420); and therefore, does not have to be let out to bid. The total cost of the repair is $9,689.19. Additionally, City of Fairhope approves to pay 50% of the repair up front per the Sourcewell contract. 19. Resolution - To award (Bid No. 23-057) Request for Proposal - Program Administrative Services for City of Fairhope 1st Responders Safe Room to EnCompass360, Inc., for a total cost not-to-exceed $135,204.84. 20. Resolution - That the City Council authorizes acceptance of a Department of Justice Appropriations Act grant of $200,000.00 (Grant #15PBJA-24-GG-00286- BRND); and authorizes Mayor Sherry Sullivan to sign all necessary documents. The funding will be used to develop a comprehensive, community-based program to educate school-aged children and adults on the dangers of Fentanyl and life-saving techniques if exposed. 21. Resolution - That the City Council approves Amendment No. 2 to RFP 002 -19 - Program Administrative Services for Working Waterfront and Green Space Project that extends the period of performance to October 31, 2026; and authorizes Mayor Sherry Sullivan to execute Amendment No. 2 between the City of Fairhope and Grant Management, LLC. Page 2 of 448 City Council Regular Meeting September 23, 2024 Page - 3 - 22. Resolution - That the City Council approves Amendment No. 2 to RFQ PS010 - 19 Engineering Services Contract for the Fairhope RESTORE Working Waterfront and Greenspace Project that extends the period of performance to October 31, 2026; and authorizes Mayor Sherry Sullivan to execute Amendment No. 2 between the City of Fairhope and Goodwyn, Mills and Cawood, LLC. 23. Resolution - That the City Council hereby authorizes Mayor Sherry Sullivan, on behalf of the City of Fairhope, to execute a purchase agreement and all closing documents related to the sale of the Barwell “Recreation” Land Property (PPIN 6877) from Most Rev. Thomas J. Rodi, Archbishop of Mobile, a Corporation Sole, for a purchase price of $1.1 million; and allocates funding out of the Reserves. 24. Resolution - That the City Council hereby authorizes Mayor Sherry Sullivan to execute a contract for Professional Services for closing costs and title insurance on the Barnwell Recreation Land Purchase with Kopesky & Britt, LLC with a cost not-to-exceed $15,000.00. 25. Request - Fairhope East K-6 Parent Teacher Corporation in collaboration with the Fairhope West Parent Teacher Partnership and J. Larry Newton Parent Teacher Organization, are requesting permission to close the streets in downtown Fairhope on Saturday, February 8, 2025, from 6:00 a.m. to 10:00 a.m. for the 10th Annual "The Pirate Dash"; and requesting electricity at the starting/ending point of the race on the bluff with barricades at major road intersections to protect our runners. The Pirate Dash will begi n and end at the same location on Magnolia Avenue on the bluff (Henry George Park). 26. Public Participation – (3 minutes maximum) 27. Adjourn Next City Council Regular Meeting - Monday, October 14, 2024, 6:00 p.m. - City Council Chambers Page 3 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-156 FROM: Lisa Hanks, CITY CLERK SUBJECT: Minutes of 9 September 2024 Regular City Council Meeting and minutes of 9 September 2024 Work Session. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: Approve minutes of 9 September 2024 Regular City Council Meeting and minutes of 9 September 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 4 of 448 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, 9 September 2024. Present were Council President Corey Martin, Councilmembers: Jack Burrell, Jimmy Conyers, Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, City Attorney Marcus E. McDowell, and City Clerk Lisa A. Hanks. There being a quorum present, Council President Martin called the meeting to order. The invocation was given by Dr. Erick Hankins of First Baptist Church Fairhope and the Pledge of Allegiance was recited. Councilmember Conyers moved to approve minutes of the 26 August 2024, regular meeting; and minutes of the 26 August 2024, work session. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. City Clerk Lisa Hanks addressed the City Council and presented the following two proclamations: ❖National Voter Registration Day Proclamation was read and given to Vice President of League of Women Voters Margaret Enfinger Pace; and ❖Childhood Cancer Awareness Month Proclamation was read and given to Kim Suchan and Abbie Eubanks. City Clerk Hanks told everyone that Miss Abbie is a childhood cancer survivor thanks to St. Jude Children’s Research Hospital. Ms. Pace with League of Women Voters addressed the City Council and thanked them for the proclamation. She mentioned the last day to register to vote for the Presidential Election is October 21, 2024. Ms. Pace said you can register on the Alabama Secretary of State’s website and it is easy to do. A Public Hearing was held as advertised on a proposed ordinance to amend Zoning Ordinance No. 1253. Councilmember Burrell introduced in writing an ordinance to rezone the property of Christopher Lieb from R-1, Low Density Single- Family Residential District to B-4, Business and Professional District. The property is approximately 0.69 acres and is located at 7671 Parker Road. PPINS #: 98380, 7684. The Planning Commission gave a favorable recommendation of this ordinance. Council President Martin read the proposed ordinance. Planning Director Hunter Simmons briefly explained the proposed ordinance. Page 5 of 448 9 September 2024 Council President Martin opened the Public Hearing at 6:20 p.m. Property owner Chris Lieb addressed the City Council and said the most you could put on this property is a 3,200 square foot building with parking behind it. No one present opposed the proposed ordinance, the Public Hearing closed at 6:22 p.m. Councilmember Burrell questioned density and if the City Council could put in the ordinance for a “Mandatory Site Plan Review.” City Attorney McDowell stated he would have to check to see if this would need to be readvertised with this addition. Due to lack of a motion for immediate consideration, this ordinance will layover until the September 23, 2024 City Council meeting. Councilmember Burrell moved for final adoption of Ordinance No. 1811, an ordinance to amend Chapter 10.5 Environment, specifically Article II, Emergency Water Conservation Plan to add Section 10.5-55.5: Mechanical or System Emergency: City of Fairhope Code of Ordinances. (Introduced at the August 26, 2024 City Council Meeting) Seconded by Councilmember Conyers, motion for final adoption passed by the following voice votes: AYE – Burrell, Martin, Conyers, Robinson, and Boone. NAY - None. Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 3 for (Bid No. 036-22) Pump Station and Force Main Maintenance - Phase II with a cost of $241,715.00; and to award Change Order No. 3 to A-Long Boring, Inc. The new contract total will be $5,125,025.00. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. RESOLUTION NO. 5180-24 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. 3 for (Bid No. 036-22) Pump Station and Force Main Maintenance – Phase II with a cost of $241,715.00; and to award Change Order No. 3 to A-Long Boring, Inc. The new contract total will be $5,125,025.00. ADOPTED ON THIS 9TH DAY OF SEPTEMBER, 2024 ______________________________ Corey Martin, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 6 of 448 9 September 2024 Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution, a resolution to Amend the FY2024 Budget for items that have been previously approved in Regularly Scheduled Council Meetings and as related thereto, are hereby adopted and the adjustments are to be recorded as budget transfers as noted in Resolution. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5181-24 WHEREAS, the City Council adopted on September 25, 2023, a resolution approving and adopting the proposed Budget for the FY2023-2024, Resolution No. 4851-23; and WHEREAS, the City of Fairhope is desirous to amend the Budget for items that have been previously approved in Regularly Scheduled Council Meetings and as related thereto, are hereby adopted and the adjustments are to be recorded as budget transfers as follows: Account Description Debit Credit 004010-50475 Water - Capital Improvement $61,564.75 004010-40900 Transfer In Capital Purchases $61,564.75 001900-50940 Transfer Out - Water/Sewer $61,564.75 001-40950 General - Interest Revenue $61,564.75 103-55940 Cap Project - Founders Track $7,069.00 103-49810 Transfer - General $7,069.00 001900-50965 Transfer - Cap Project Fund $7,069.00 001250-50475 Recreation - Capital Improv $7,069.00 103-55710 Capital Project - Pine St. Improvement $74,938.30 103-55887 Capital Project - ADA Comp $74,938.30 002-50470 Gas - Purchases/Equip $75,000.00 002-59500 Gas - Utility Sys Improvement $75,000.00 001900-50945 Transfer to Fed Grants Fund $1,186,365.11 110-49810 Transfers from General Fund $1,186,365.11 001900-50965 Transfer – Cap Project Fund $2,131,000.00 103-49810 Transfers from General Fund $2,131,000.00 Page 7 of 448 9 September 2024 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope hereby amends the Budget for the FY2023-2024 as recommended and presented above; and authorizes the City Treasurer to make the necessary changes. DULY ADOPTED THIS 9TH DAY OF SEPTEMBER, 2024 _________________________________ Corey Martin, Council President Attest: ________________________________ Lisa Hanks, MMC City Clerk Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute an Indemnity Agreement between Oak Hollow Farm Inc. and the City of Fairhope for the City's Christmas Event for City Employees at the "Barn" on Friday, December 13, 2024, from 12:00 p.m. to 3:30 p.m. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5182-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute an Indemnity Agreement between Oak Hollow Farm Inc. and the City of Fairhope for the City’s Christmas Event for City Employees at the “Barn” on Friday, December 13, 2024, from 12:00 p.m. to 3:30 p.m. DULY ADOPTED THIS 9TH DAY OF SEPTEMBER, 2024 ________________________________ Corey Martin, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 8 of 448 9 September 2024 Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution to Authorize Submission of Pre-Application for FY2025 Airport Improvement Program and Airport Infrastructure Grant Projects for H. L. "Sonny" Callahan Airport (KCQF); and any related forms or documents on behalf of the City of Fairhope by its Mayor. Seconded by Councilmember Boone, motion passed unanimously by voice vote. RESOLUTION NO. 5183-24 A RESOLUTION TO AUTHORIZE SUBMISSION OF PRE-APPLICATION FOR FY2025 AIRPORT IMPROVEMENT PROGRAM AND AIRPORT INFRASTRUCTURE GRANT PROJECTS FOR H. L. “SONNY” CALLAHAN AIRPORT (KCQF) WHEREAS, the City of Fairhope, Alabama, as the designated Sponsor for H. L. “Sonny” Callahan Airport (KCQF) intends to apply for Federal and State matching funds for Airport Improvement Program Project (AIP) Grants and ALDOT Maintenance Grants during fiscal year 2025; and WHEREAS, the overall scope of the AIP and ALDOT grants is expected to include runway rehabilitation; runway lighting system replacement; pavement maintenance on the East Terminal ramp; and pavement maintenance on the Northwest apron, all at H. L. “Sonny” Callahan Airport (KCQF); and WHEREAS, the submittal of the pre-application is necessary and required in order to pursue the grants, if awarded. THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairhope, Alabama as follows: 1. That the City of Fairhope is authorized to make pre-application for Federal assistance (FAA) and State assistance (ALDOT) for FY2025 projects at H. L. “Sonny” Callahan Airport, to include the following: a. Rehabilitate Runway 1/19 – FAA Airport Improvement Program (AIP); b. Replace Runway Lighting System and Guidance Signs – FAA Airport Improvement Program (AIP); c. Pavement Maintenance – East Terminal Ramp – ALDOT Pavement Maintenance Grant Program; and d. Pavement Maintenance – Northwest Apron – ALDOT Pavement Maintenance Grant Program. 2. That the pre-application be submitted for and on behalf of the City of Fairhope by its Mayor, as designated by the City Council, who is authorized by this Resolution to sign the pre-application and any related forms or documents on behalf of the City of Fairhope. 3. That the final grant agreement, if AIP and/or ALDOT funds are awarded based on the pre-application, shall remain subject to the approval of the City Council. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Fairhope on this 9th day of September, 2024. _______________________________ Corey Martin, Council President ATTEST: ______________________________ Lisa A. Hanks, MMC City Clerk Page 9 of 448 9 September 2024 Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council approves an application submittal to the EDPA's SEEDS funding opportunity in the amount of $1,000,000.00 for the Airport Industrial Park. The grant does require a 50/50 match. The City will utilize the $3,000,000.00 HUD Community Project Funding grant as its match. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5184-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves an application submittal to the EDPA's SEEDS funding opportunity in the amount of $1,000,000.00 for the Airport Industrial Park. The grant does require a 50/50 match. The City will utilize the $3,000,000.00 HUD Community Project Funding grant as its match. DULY ADOPTED THIS 9TH DAY OF SEPTEMBER, 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 accepts Amendment No. 3 to Grant No.8 RDCGR010087-01-02 Restore Act Working Waterfront and Greenspace Restoration Project Agreement for additional grant funds from the U.S. Treasury in the amount of $3,589,095.00; and that City Council authorizes Mayor Sherry Sullivan to sign the amended grant agreement on behalf of the City. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. * * Page 10 of 448 9 September 2024 RESOLUTION NO. 5185-24 APPROVAL OF U.S. DEPARTMENT OF THE TREASURY NOTICE OF AWARD FOR AMENDMENT NO. 3 FOR GRANT NO. 8 RDCGR010087-01- 02 RESTORE ACT WORKING WATERFRONT AND GREENSPACE RESTORATION PROJECT WHEREAS, the City of Fairhope was awarded a RESTORE Act Grant (#M1A14- FHWW) from the Alabama Department of Conservation and Natural Resources (ADCNR) on April 26, 2019 for Fairhope Municipal Pier and South Beach Park Improvements; and WHEREAS, ADCNR requested additional grant funds from U.S. Treasury in the amount of $3,589,095.00 for the City to implement Phase II of the project that includes the bidding, contracting and construction, and construction inspection services; and WHEREAS, U.S. Treasury issued a Notice of Award approving Amendment No. 3, on August 26, 2024 increasing the grant amount to $9,249,829.00 and extending the period of performance to October 31, 2026. The total project cost is $9,988,379.00 with the City covering $1,186,365.00. NOW, THEREFORE IT BE RESOLVED BY THE City of Fairhope, IN REGULAR SESSION ASSEMBLED, that the City accepts Amendment No. 3 to the Grant Agreement; and BE IT FURTHER RESOLVED BY THE City of Fairhope, that the Council authorizes the Mayor to sign the Amended Grant Agreement on behalf of the City. DULY ADOPTED THIS 9TH DAY OF SEPTEMBER, 2024 ______________________________ Corey Martin, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 11 of 448 9 September 2024 Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution, a resolution to Award (Bid No. 24-062-2024-PWI-025) for Stacks Gully Slope Stabilization Project to Thomas H. Davis, III Construction Company, Inc. with a total bid proposal not-to-exceed $186,883.00. Seconded by Councilmember Boone, motion passed unanimously by voice vote. RESOLUTION NO. 5186-24 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 for Stacks Gully Slope Stabilization Project (Bid No. 24-062-2024-PWI-025) at 555 South Section Street, City of Fairhope offices, Fairhope, Alabama. [2] At the appointed time and place, bids were received and tabulated as follows: Thomas H. Davis, III Construction Company, Inc. $186,883.00 Blade Construction, LLC $553,580.00 [3] After evaluating the bids with required specifications, Thomas J. Davis, III Construction Company, Inc. is now awarded (Bid No. 24-062-2024-PWI-025) Stacks Gully Slope Stabilization Project for a bid proposal not-to-exceed $186,883.00. DULY ADOPTED THIS 9TH DAY OF SEPTEMBER, 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 Council approves the selection by Mayor Sherry Sullivan for Wolfe House Movers, LLC to conduct an on-site moving feasibility study for Tolstoy Park, a.k.a. The Henry Stuart House, Hermit House and Page 12 of 448 allows the Mayor to execute a contract for a not-to-exceed cost of $6,500.00. The motions was seconded by Councilmember Conyers. 9 September 2024 Councilmember Boone said this will be paid out of citizens money. Councilmember Burrell stated this is a good compromise for the home. Sonny Brewer addressed the City Council and read an excerpt out of a Facebook page regarding this home. Mr. Brewer said that post has had 6,500 responses and 1,100 shares; commented that would be approximately 130,000 views. He thanked the City Council for allowing the feasibility study and help with this home. After further discussion, motion passed unanimously by voice vote. RESOLUTION NO. 5187-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves the selection of Wolfe House Movers, LLC for Consultant Services for Structure Moving Feasibility Study and Cost Proposal to move Tolstoy Park, a/k/a The Henry Stuart House – Hermit House; and hereby authorizes Mayor Sherry Sullivan to execute a Contract with a contract not-to-exceed amount of $6,500.00. Adopted on this 9th day of September, 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 to award (Bid No. 24-060-2024-PWI-002) to American Tennis Courts, Inc. for New Tennis & Pickleball Courts at Mike Ford Tennis Center with a bid proposal not-to-exceed $600,745.95. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. * Page 13 of 448 * 9 September 2024 RESOLUTION NO. 5188-24 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 for New Tennis and Pickleball Courts at Mike Ford Tennis Center (Bid No. 24-060-2024-PWI-002) at 555 South Section Street, City of Fairhope offices, Fairhope, Alabama. [2] At the appointed time and place, bids were received and tabulated as follows: Harris Contracting Services $708,750.00 American Tennis Courts, Inc. $600,745.95 PL Russell, LLC $649,934.89 [3] After evaluating the bids with required specifications, American Tennis Courts, Inc. is now awarded (Bid No. 24-060-2024-PWI-002) New Tennis and Pickleball Courts at Mike Ford Tennis Center for a bid proposal not-to-exceed $600,745.95. DULY ADOPTED THIS 9TH DAY OF SEPTEMBER, 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 as amended and read, a resolution that the City Council adopts the following recommendation from the Recreation Board for Mike Ford Tennis Center and Quail Creek for Tournaments and School Play (other than Fairhope Middle and High School) subject to availability and staff approval with no rental fee deductions: To set a rental fee rate for the use of hard courts only at Mike Ford Tennis Center be set at $100.00 per court for a total of 4 hours maximum; and $50.00 per court for pickleball courts (including the pickleball courts at Quail Creek) Page 14 of 448 for a total of 4 hours maximum. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. 9 September 2024 RESOLUTION NO. 5189-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council adopts the following recommendation from the Recreation Board for Mike Ford Tennis Center and Quail Creek for Tournaments and School Play (other than Fairhope Middle and High School) subject to availability and staff approval with no rental fee reductions: 1. To set a rental fee rate for the use of hard courts only at Mike Ford Tennis Center be set at $100.00 per court for a total of 4 hours maximum; and $50.00 per court for pickleball courts (including the pickleball courts at Quail Creek) for a total of 4 hours maximum. Adopted this 9th day of September, 2024 _______________________________ Corey Martin, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution as amended and read, a resolution that the City Council adopts the following recommendation from the Recreation Board for Fairhope Municipal Indoor Pool subject to availability and staff approval with no rental fee deductions: That the Eastern Shore Parents Aquatic Foundation, Inc. (SWAT) continue to utilize pool lane rental fees in the amount of $1,200.00 per month; Individual indoor pool lane rental fees be $25.00 per lane/per hour (this will include lane rental fees for Bayshore Christian School and St. Michael's Catholic School); and to allow Eastern Shore Masters Swim pay a total of $250.00 per month for the use of 4 indoor pool lanes on Monday, Wednesday, and Friday from 5:30 a.m. to 7:00 a.m. only; and in turn, Eastern Shore Masters Swim will provide the City with documentation of 8 hours of in-kind services (swimming lessons) each month. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. Page 15 of 448 9 September 2024 RESOLUTION NO. 5190-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council adopts the following recommendation from the Recreation Board for Fairhope Municipal Indoor Pool subject to availability and staff approval with no rental fee reductions: 1. That Eastern Shore Parents Aquatic Foundation, Inc. (SWAT) continue to utilize pool lane rental fees in the amount of $1200.00 per month; and 2. Individual indoor pool lane rental fees be $25.00 per lane/per hour (this will include lane rental fees for Bayshore Christian School and St. Michael’s Catholic School); and 3. To allow Eastern Shore Masters Swim to pay a total of $250.00 per month for the use of 4 indoor pool lanes on Monday, Wednesday, and Friday from 5:30 a.m. to 7:00 a.m. only; and Eastern Shore Masters Swim will provide the City with documentation of 8 hours of in-kind services (swimming lessons) each month. Adopted this 9th day of September, 2024 _______________________________ Corey Martin, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Councilmember Robinson moved to appoint Mike Baugh and Mary Lee Matzenger to the Recreation Board for a five-year term which will expire September 2029. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. Councilmember Burrell moved to appoint the following individuals to the Historic Preservation Commission with staggered terms: Mara Kozelsky, Dannie Mixon, and Amy Molyneux for a three-year term which will expire September 2027; Page 16 of 448 Susan Stein and Harvey “Skip” Jones for a two-year term which will expire September 2026; and Ginger Golson and Gary Gover for a one-year term which will expire September 2025. The motion was seconded by Councilmember Boone. 9 September 2024 Councilmember Robinson said we received many qualified applicants; and hopefully with the one-year terms we can cycle some of the other applicants. After further discussion, motion passed unanimously by voice vote. Councilmember Robinson moved to grant the request of Celeste Rivenbark, Executive Director of Fairhope Educational Enrichment Foundation (FEEF) requesting to serve beer and alcohol on Friday, September 27, 2024, for FEEF's Inaugural Tennis Tournament to be held at the Mike Ford Tennis Center at 600 Morphy Avenue. The event will begin at 8:00 a.m. and will conclude at 1:00 p.m. These beverages will be available in accordance with Alabama Alcohol Beverage Control guidelines. Seconded by Councilmember Burrell, motion passed unanimously by voice vote. Councilmember Robinson 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 6:54 p.m. Corey Martin, Council President ________________________________ Lisa A. Hanks, MMC City Clerk Page 17 of 448 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, 9 September 2024. Present were Council President Corey Martin, Councilmembers: Jack Burrell, Jimmy Conyers, Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, City Attorney Marcus E. McDowell, Attorney Christopher S. Williams, and City Clerk Lisa A. Hanks. Council President Martin called the meeting to order at 4:30 p.m. The following topics were discussed: •The first item on the Agenda was the Discussion of Dredging at Fairhope Docks by Councilmember Boone, Phillip Durant, John Adams, and Tom Hutchings. They were requesting a cost share to dredge between City of Fairhope and the Fairhope Yacht Club. The consensus of the City Council was for all of the marinas to be involved, which includes Fly Creek Marina. City Attorney Marcus McDowell said this would have to be bid out by the City of Fairhope. •The next item on the Agenda was the FY2025 Budget Review for the Utilities by City Treasurer Kim Creech. (See attached handout) She mentioned the need to borrow $22,093,520.00 for the Water and Wastewater Projects. Ms. Creech went over the Sanitation Revenue and the need to raise fees. Councilmember Burrell questioned number of pick-ups per week for commercial businesses and to identify routes. Assistant Public Works Director John Thomas mentioned in the future we may be using two 96 gallon cans: one for sanitation and one for recycling. At the request of the City Attorney, Marcus E. McDowell, the City Council will rise from the meeting to go into Executive Session based on Alabama Code § 36-25A-7(a)(3) to discuss pending and the legal ramifications of and legal options for potential litigation. The approximate time to be in Executive Session is 25 minutes. Councilmember Burrell moved to go into Executive Session. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Exited the dais at 5:14 p.m. Returned at 5:57 p.m. There being no further business to come before the City Council, the meeting was duly adjourned at 6:00 p.m. Corey Martin, Council President ________________________________ Lisa A. Hanks, MMC City Clerk Page 18 of 448 City of Fairhope Utilities Budget 2025 Fiscal Year Budget Page 19 of 448 Gas Mains Road Gas Service Area .::. City of Fairhope Gas Department ~.'y \.____., --;:.K Total Revenue \ '--Total Operating Expense _,) Revenue Minus Operating Expenses \ OtherUses A ~ Re se rve for Capital Equipment/Improvements ,:i _c Reserve for System Upgrades ""-= -",f.i'-,--lH,r-+--,....----,---cc • Warrant & Lease Payments General Fund Transfer Total Other Uses Excess/(Deficit) for the Year _ = Add back Depreciation Expense L Net Excess/(Deficit ) CASH Cash-Operating Ca sh-Reserve FY 2025 Budget 9,861 ,000 8,601,413 1,259 ,587 775 ,000 5,8 28 ,000 42 ,184 303 ,330 6,948,514 (5 ,688 ,927) 550 ,000 (5 ,138,927) 9/2/2024 7,232 ,610 3,861 ,232 11,093 ,842 Projected FY 2026 Budget 9,745 ,550 9,059 ,753 685,797 500 ,000 2,470 ,000 42 ,662 312 ,430 3,325,091 (2 ,639,295) 565 ,600 (2 ,073 ,695) Projected FY 2027 Budget 9,842 ,0 56 9,187,461 654,595 500,000 2,590 ,000 12,070 318 ,678 3,420 ,748 (2 ,766 ,153) 571 ,256 (2 ,194,897) // 1,972,200 1,94~110 1,968 ,411 / Page 20 of 448 Cast Iron Pipe Replacement : $4,523,000 (Construction Phase 2 of 6 and Engineering of Phase 3) (Required by PHMSA) CR 64 ALDOT Widening Project : $250,000 (Reimbursable through the County) Additional Upgrades and Improvements: $455,000 -Gate Station -Rectifier -High Pressure Valve Replacement Page 21 of 448 Total Operating Expense L City of Fairhope Electric Department FY 2025 Budget 25 ,40 7,500 22 ,630,386 2,777 ,114 1,429,350 5,049,000 42 ,184 960,000 508,1 50 7,988 ,684 (5,211,570) 1,100,000 (4 ,111,570) 9/2/2024 1,18 5,981 4,666,308 5,852,289 Projected FY 2026 Budget 23 ,282,0 75 18,526,482 4,755,59 3 500 ,000 1,748 ,000 42 ,662 960,000 518,313 3,768 ,975 986,618 1,111,000 2,097 ,618 Projected FY 2027 Budget 23 ,513 ,946 18,854,023 4,659 ,923 500,000 2,510 ,000 12 ,070 960 ,000 528 ,679 4,510,749 149,1 74 1,122,110 1,271 ,284 Page 22 of 448 44KV Line: $1,900,000 -Provide necessary Substation Redundancy-Rollover Greeno Road Light Pole Replacement: $300,000 -70 poles and 140 Lights AMI System Project : $2,250,000 -Ongoing project for all Utilities Additional Upgrades and Improvements: $599,000 -Hendrix Cable -Sand C Trip Saver -Lighting Veterans Drive -Power Stations for Magnolia Page 23 of 448 1 ' ' _.__,___,_ l_, ' ' L~J l ~ .J-" ' ~ l I 3 r ~~ -, f ; hF d j Road ci, Sewer Service Area -w ater Service Area Parcel •Wells Wat er Treatment Plant IE Water Tower • Lift Statio n .:.. -.::::----~-...:i----~-7; Ci t y of Fairhope Water & Wast ewater Department Proj ected Projected FY 2025 FY 2026 FY 2027 Budget Budget Budget Total Revenue 41,140 ,256 26 ,826 ,916 21 ,738 ,105 Total Operat ing Expense 15,437,264 16,638,464 17,627 ,030 Revenue Minus Operating Expenses 25 ,702,992 10,188,452 4,111,074 Othe r Sources Borrowed Fund s (line of credit) 22,093,520 Oth er Use s Re serve for Cap ital Equ ipment/Improvement s 1,769 ,000 900 ,000 900 ,000 Reserve for System Upgrades 45 ,104,724 46,450,000 18,000,000 Warrant & Lease Payments 1,680 ,633 1,699 ,677 480,861 Reserve requ irements per ord inance 87 5,000 875 ,000 875 ,000 General Fund Transfer 292 ,155 297,998 303 ,958 Total Other Uses 49 ,721,512 50 ,222,675 20 ,559,819 Excess/(Deficit) for the Year (1 ,925,000) (40 ,034 ,223) (16,448 ,745) Add back Depreciation Expense 1,925,000 2,009,750 2,059 ,998 Net Excess/(Deficit) (38 ,024,473) (14 ,388,747) CASH 9/2/2024 Cash-Operating 874 ,854 Ca sh-Water Re serve 19 ,373 ,368 // Cash-Re serve Water-Tap /SOC 274 ,652 Ca sh-Re serv e Sewer -Tap/SOC 470,861 20 ,993,735 // Targeted Reserve Fund 20% of Annual Revenue 7,893 ,051 ,3 65 ,383 Page 24 of 448 New Water Distribution Mains: $10,300,000 -Hwy 181 to CR-13 -Dairy Road -Phase 1 of adding capacity and pressure to the east of system •Adding preventative capacity for Growth -Phase 1 of trunk Line from WTPl/2 to CR13 Water Treatment Plant upgrades : $5,249,775 -Plant 1 upgrades -Plant #3 Tower Rollover -Actuating Valves for all plants -Plant #4 #5 #6 pH testing and regulation -Rock Creek Booster Station -Water Tank at Plant #2 Water Main/Pipe Upgrade: $1,700,000 -Upgrading aging water mains and pipes Water Well upgrades: $3,060,000 -Wells #5 #6,#10 -Testing for new wells -Well #14 -Repaving Wells #2 #5 #6 Additional Upgrades and Improvements: $750,000 -Lakewood Creek, Meters, Valves & Taps Page 25 of 448 Force main upgrades (Supports Restore Project): $5,000,000 -Twin Beech to Old station -Section Street to Fels -Section Street to Bayou Dr -Twin Beech to South Section System Improvements: $6,866,895 -Hwy 181 South Project (Engineering) -Phase 1 of 2 Hwy 181 Force main and 2 new regional lift stations -1&1 mitigation lift Stations: $5,979,120 -Scenic 98 Lift Station -Dog-house Lift (ARPA) -Lakewood refurbishment -Upgrades to various stations of the 91 total lift-stations 12 Generators/Bypass Pumps (Restore Grant): $1,098,934 Wastewater Treatment Plant: $5,100,000 -Headworks System -Mixing Motors Wastewater Department Infrastructure ($24.04 ivl) Page 26 of 448 Sanitation Revenue FY 2025 FY2026 Recommended Recommended Residential Cost per Month Type New rates New rates Single Family $ 20.00 Per cart $ 23.00 $ 25.00 Apartment House $ 20 .00 Per cart $ 23.00 $ 25.00 House Trailer $ 20.00 Per cart $ 23.00 $ 25.00 Backdoor Service $ 23.00 Per cart $ 28 .00 $ 30.00 FY 2025 FY2026 Commerical/Non -Recommended Recommended Residential Cost per Month Type New rates New rates 96 -Gallon Cart $ 25.00 Per cart $ 30.00 $ 34.00 Page 27 of 448 San itation Fund 9/5/2024 FY 2022 FY 2023 FY2024 FY2024 Annual FY2025 Annual Obj ect Description Annual Annual August YTD Budget Budget % Change REVENUES 41220 Sanita t ion Collection 2,765,633 2,855 ,129 2,673 ,063 2,900,000 3,402,396 17 .3% 41660 Sale -Trash Cans 195 195 260 100 100 0 .0% 41665 Sale -Rcycl Plastic & Misc 965 387 100 100 0 .0% 41705 Sale of Fixed Assets 15,755 121,205 49 ,000 20,000 20,000 0 .0% 49010 Interest Earned 555 12 ,726 9,881 8,000 8,000 0 .0% 49810 Transfers from Gen Fund 683,113 738,120 746,831 995 ,775 1,000,000 0.4% TOTAL REVENUES 3,466,216 3,727 ,762 3,479,035 3,923,975 4,430,596 12 .9% EXPENSES 50025 Collection Costs/Revenue Dept 93,637 114,644 104,969 104,969 143,243 36 .5 % 50040 Sa laries 983,945 1,051,541 1,115,896 1,172,227 1,337,103 14.1% 50045 Overtime 101,674 106,333 86 ,705 99,996 99,996 0.0% 50190 Employee Payroll Taxes 79 ,357 85 ,881 93 ,340 95 ,000 96,486 1 .6% 50200 Employee Retirement Exp 39 ,870 218,036 101,302 106,770 110,261 3 .3% 50201 Other Employee In surance 11,304 100.0% 50210 Employee Medical Insurance 254 ,489 238,2 03 209 ,856 228 ,260 216,948 -5 .0% 50215 Required Contrib-OPEB 210,170 (197 ,503) 16,183 19,240 19,240 0 .0% 50221 Workers Comp In surance 58,722 61,942 69,723 63 ,191 71,549 13.2% 50222 Casualty/Property Insura nc e 78,067 71,970 88,661 75,000 88,000 17 .3% 50230 Training/School/Travel 1,814 5,033 2,075 17,600 17 ,450 -0.9 % 50290 Profe ss ional Services 187 20,000 10,000 -50 .0% 50300 Comp uter Expense 958 2,851 3,620 11,294 4,420 -60 .9% 50320 Office Supplie s 751 1,500 1,500 0.0% 50325 Printers/Copiers/OE and supp 379 310 445 360 896 148.9% 50330 Postage 20 8,000 4 ,000 -50.0% 50340 Operating Supplie s 18,736 18,399 15 ,607 19,013 25,013 31.6% 50360 Genera l Maintenance 14,826 11,465 8 ,776 50,297 38,000 -24.4% 50380 Communications 5,475 5,383 4,481 5,490 6,140 11.8% 50390 Dues-Membersh ip s-Subscrip 640 737 1,000 1,000 0.0% 50395 Employment Screening 1,313 1,222 2,702 1,500 2,200 46.7% 50420 Bad Debts 6,699 9,136 6,712 10,000 100.0% 50430 Gasoline & Oil 220,535 225 ,733 168,162 220,000 220,000 0 .0% 50435 Small Equipment 2,500 5 0,000 1900.0% 50440 Equip & Vehicle Repair 302,193 338,698 216,953 236 ,050 300,000 27 .1% 50460 Uniforms 7,625 9,378 4,598 6,020 6,820 13.3% 50462 Safety W ear and PPE 3,080 100.0% 50470 Pur chases Vehic les & Equipment 213 ,879 269,933 111,000 -58 .9% 50475 Capital Improvements 29 ,850 30,000 130,000 333 .3% 50500 Depreciation 321,150 345 ,589 287 ,991 300,000 100.0% 50510 Interest Expense 26,321 6,929 100.0% 50523 Equipment Rental Lease 15,000 10,000 -33.3% 50580 Bank Fees 519 1,209 500 1,200 140.0 % 50955 Transfers -Debt Svc Fund 333,170 138,527 497,080 490,152 -1.4% 51460 Landfi ll Charges 365,072 351,479 310,624 383,200 383,200 0.0% 51465 Landfill Maintenance 24,615 12,050 6,171 13,475 10,000 -25 .8% 51470 Purchases -Recy Bins/Gbge Can s 78,025 41 ,246 93 ,707 144,510 88,466 -38 .8% 52510 Utilities for City Use 3,300 3,820 3,599 5,000 5,000 0 .0 % TOTAL EXPENSES 3,512,176 3,184,388 3,164,336 3,819,006 4,430,596 16.0% Excess Rev Over Expense (45,960) 543,374 314,700 104,969 Page 28 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-654 FROM: Hunter Simmons, Planning Director SUBJECT: Final Adoption - Ordinance - Amend Zoning Ordinance No. 1253 - Request of the Applicant, Christopher Lieb, to rezone property from R-1, Low Density Single-Family Residential District to B-4, Business and Professional District. The property is approximately 0.69 acres and is located at 7671 Parker Road. PPINS #: 98380, 7684. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: City Council Approval 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 29 of 448 ORDINANCE NO. ____ AN ORDINANCE AMENDING ORDINANCE NO. 1253 KNOWN AS THE ZONING ORDINANCE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAIRHOPE, ALABAMA as follows: The ordinance known as the Zoning Ordinance (No. 1253), adopted 27 June 2005, together with the Zoning Map of the City of Fairhope, be and the same hereby is changed and altered in respect to that certain property described below: After the appropriate public notice and hearing, the Planning Commission of the City of Fairhope, Alabama has forwarded a favorable recommendation, The property of Gerald W. Haring (containing 0.69 acres, more or less, and zoned R-1) and located at 7671 Parker Road, Fairhope, AL. PPINS # 98380, 7684 Legal Description: (Case number ZC 24.07) COMMENCING AT THE NORTHEAST CORNER OF SECTION 5, T-6-S, R-2-E, BALDWIN COUNTY, ALABAMA; THENCE RUN N89°5L'W, 1,549.9 FEET TO A POINT; THENCE RUN S00°01'40"W, 1,134.4 FEET TO THE POINT OF BEGINNING; THENCE RUN S00°14'25"W, 150.15 FEET TO A POINT ON THE NORTH RIGHT-OF-WAY LINE OF PARKER ROAD; THENCE RUN N89°18'W, ALONG SAID NORTH RIGHT-OF-WAY LINE 200.2 FEET TO A POINT; THENCE RUN N00°02'04"E, 149.64 FEET TO A POINT; THENCE RUN S89°26'59"E, 200.73 FEET TO THE POINT OF BEGINNING. A map of the property to be rezoned is attached as Exhibit A. The property is hereby rezoned B-4, Business and Professional District. This property shall hereafter be lawful to construct on such property any structures permitted by Ordinance No. 1253 and to use said premises for any use permitted or building sought to be erected on said property shall be in compliance with the building laws of the City of Fairhope and that any structure shall be approved by the Building Official of the City of Fairhope and that any structure be erected only in compliance with such laws, including the requirements of Ordinance No. 1253. Notwithstanding the above statement of permitted uses, the following uses shall not be permitted on the subject property: Elementary School, Secondary School, Library, Public Utility, Grocery, Convenience Store, Convalescent or Nursing Home, Outdoor Recreation Facility, Mortuary or Funeral Home, Personal Storage, Boarding House or Dormitory, or Limited Manufacturing. Rezoning request is for the use as Professional Office. Any change in use other than Professional Office shall meet all applicable laws and regulations at the time of application. Severability Clause - if any part, section or subdivision of this ordinance shall be held unconstitutional or invalid for any reason, such holding shall not be construed to invalidate or impair the remainder of this ordinance, which shall continue in full force and effect notwithstanding such holding. Effective Date – This ordinance shall take effect immediately upon its due adoption and publication as required by law. Page 30 of 448 Ordinance No. _________ Page – 2- ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 _________________________________ Corey Martin, Council President ATTEST: ______________________________ Lisa A. Hanks, MMC City Clerk ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 _________________________________ Sherry Sullivan, Mayor Page 31 of 448 PARKER RD BASCOMWAYA S S U N T A C T DRY FALLSWAYUSHWY98U S HWY 98HIGH RIDGE RDTREADSTONEWAYLegend RoadParcelZoningDistrictB-4 - Business and Professional DistrictPUD - Planned Unit DevelopmentR-1 - Low Density Single-Family ^ µ Exhibit A: Gerald W. HaringRezone from R-1 to B-4PPIN: 98380PPIN: 7684Parcel Number: 05-46-03-05-0-000-010.006Parcel Number: 05-46-03-05-0-000-010.005 PPIN: 98380Parcel Number: 05-46-03-05-0-000-010.006 PPIN: 7684Parcel Number: 05-46-03-05-0-000-010.005 Page 32 of 448 Planning Commission unanimously (7 Ayes, 0 Nays) voted to recommend approval of ZC 24.07 Page 33 of 448 Page 34 of 448 Page 35 of 448 Page 36 of 448 Page 37 of 448 Page 38 of 448 Page 39 of 448 1                                                         ZC 24.07 Rezoning 7671 Parker Road from R‐1 to B‐4‐ August 5, 2024    Summary of Request:    Christopher Lieb is the authorized agent for the case. The owner, Gerald Haring, is deceased. Glenn Haring  (son) is the executor of the estate. Authorized agent requests the subject property be rezoned from R‐1, Low  Density Single Family Residential District to B‐4, Business and Professional District. The property is located at  7671 Parker Road and consists of two (2) parcels.  Applicant desires to eventually utilize both parcels for  professional office use. The more immediate plan is for Applicant to make the existing residential building into  a professional office. The eastern parcel is adjacent to a Baldwin County RSF‐2 parcel.    Article III, Section A(14):        Figure 1: City Zoning         Figure 2: Subject parcels and adjacent Baldwin County zoned parcel.    Page 40 of 448 2                                                         ZC 24.07 Rezoning 7671 Parker Road from R‐1 to B‐4‐ August 5, 2024    Site Plan          Comments:    The subject property currently has a single‐family home and some accessory structures. The subject  property lies next to the city zoned Parkstone PUD (residential) to the west and north and Baldwin County  residential to the east. West along Parker Road at the Hwy 98 intersection are also county zoned business  districts. Directly across the street is the Fly Creek PUD, which has business and residential components;  thus, B‐4 zoning makes sense in this area.     There are incompatible uses adjacent to the subject property (Baldwin County RSF‐2 and a residential PUD),  so the Applicant has provided a 20 ft landscape buffer around ¾ of the property.    As with any request for a zoning map amendment, we must consider the initial desire, as well as how the  property may be utilized in the future.  Staff feels a professional office is appropriate for the neighborhood.   However, conversion of the house into a “boarding house or dormitory” or “public utility,” which are   available uses in B‐4, for example, would be a change in use and require appropriate reviews.      Page 41 of 448 3                                                         ZC 24.07 Rezoning 7671 Parker Road from R‐1 to B‐4‐ August 5, 2024    A Re‐Zoning Request is considered a Zoning Map Amendment and the application is reviewed pursuant to the  Criteria in Art. II, Section B(1)(e).    (1) Compliance with the Comprehensive Plan;  Response: The 2015 Comprehensive Plan identifies this area as North Village with office and residential  components. Adjacent properties are zoned business by the County and the North Village aka Fly Creek  PUD has both commercial and residential units.       (2) Compliance with the standards, goals, and intent of this ordinance;  Response: Meets. Some allowable uses are not ideal for this location and use changes will be vetted  accordingly.     (3) The character of the surrounding property, including any pending development activity;  Response: Meets. The only development activity currently considered is parking. Required buffers and  twenty (20) foot setbacks provide protection from adjacent residential property.  Future changes in use  should be carefully reviewed for impacts on the character of the surrounding property.    (4) Adequacy of public infrastructure to support the proposed development;  Response: Meets. Already an existing structure with utilities. If Applicant plans to add more units, then  that may require additional demands on infrastructure.     (5) Impacts on natural resources, including existing conditions and ongoing post‐development  conditions;  Response: Meets. This zoning change will not negatively impact natural resources or current/future  conditions. The Zoning Ordinance and Tree Ordinance already provide protections to adjacent residential  property by way of setbacks and landscape buffers.      (5) Compliance with other laws and regulations of the City;  Response: Meets. Any future development is subject to all applicable laws of the   City.    (6) Compliance with other applicable laws and regulations of other jurisdictions;  Response: Meets. Any future development is subject to all applicable laws.    (7) Impacts on adjacent property including noise, traffic, visible intrusions, potential physical impacts,  and property values; and  Response: None anticipated. Parker Road is busy already with the Fly Creek PUD and the subject  property being located closer to the intersection with Hwy 98 should not have negative impacts for the  adjacent properties.        Page 42 of 448 4                                                         ZC 24.07 Rezoning 7671 Parker Road from R‐1 to B‐4‐ August 5, 2024    (8) Impacts on the surrounding neighborhood including noise, traffic, visible intrusions, potential  physical impacts, and property values.  Response: Staff do not anticipate any significant issues relating to this criterion currently.  However,  changes in use should be considered carefully.      Uses allowed in B‐4 from Table 3‐1 of the Zoning Ordinance are summarized below.    Dwelling   Single‐Family (‘By‐right’)  Townhouse (‘Permitted subject to special conditions listed in the ordinance’)  Mixed‐Use (‘By‐right’)  Accessory Dwelling (‘Permitted subject to special conditions listed in the ordinance’)    Civic  Elementary School (‘By‐right’)  Secondary School (‘By‐right’)  Library (‘By‐right’)  Public Utility (‘By‐right’)  Hospital (‘Permitted on Appeal and subject to special conditions’)  Public Open Space (‘By‐right’)  Common Open Space (‘By‐right’)  Public Utility (‘Permitted on Appeal and subject to special conditions’)    Office  General (‘By‐right’)  Professional (‘By‐right’)  Home Occupation (‘Permitted subject to special conditions listed in the ordinance’)      Service  Convalescent or Nursing Home (‘Permitted on Appeal and subject to special conditions’)  Outdoor Recreation Facility (‘Permitted on Appeal and subject to special conditions’)   Day Care (‘Permitted on Appeal and subject to special conditions’)  Mortuary or Funeral Home (‘Permitted on Appeal and subject to special conditions’)  Personal Storage (‘Permitted subject to special conditions listed in the ordinance’)  Boarding House or Dormitory (‘By‐right’)    Manufacturing  Limited (‘Permitted subject to special conditions listed in the ordinance’)        Page 43 of 448 5                                                         ZC 24.07 Rezoning 7671 Parker Road from R‐1 to B‐4‐ August 5, 2024    Recommendation:    Staff recommends approval of ZC 24.07, rezoning 7671 Parker Road from R‐1 to B‐4 with the following  conditions:    1.) Regardless of the allowed uses in Table 3‐1 of the Fairhope Zoning Ordinance, the following uses  shall be prohibited on the subject property:  a. Elementary School  b. Secondary School  c. Library  d. Public Utility  e. Grocery  f. Convenience Store  g. Convalescent or Nursing Home  h. Outdoor Recreation Facility  i. Mortuary or Funeral Home  j. Personal Storage  k. Boarding House or Dormitory  l. Limited Manufacturing    2.) Rezoning request is for the use as Professional Office.  Any change in use other than Professional  Office shall meet all applicable laws and regulations at the time of application.       Page 44 of 448 Page 45 of 448 Page 46 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-643 FROM: Hannah Noonan, Human Resources Director SUBJECT: An ordinance to amend Ordinance No. 1800: VI. Leave Policies, Section C. Sick Leave; specifically adding 10. Paid Sick Leave Donation. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: Adopt Ordinance BACKGROUND INFORMATION: Previously, sick leave donation between two employees was not permitted. Amendment to Ordinance No. 1800 would allow one employee to donate unused sick leave to another employee. 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 47 of 448 ORDINANCE NO. _____ AN ORDINANCE AMENDING ORDINANCE NO. 1800 KNOWN AS THE PERSONNEL RULES, POLICIES AND PROCEDURES ORDINANCE BE IT ORDAINED BY THE CITY OF FAIRHOPE GOVERNING BODY OF THE CITY OF FAIRHOPE, FAIRHOPE, ALABAMA, as follows: Section 1. The ordinance known as the Personnel Rules, Policies, and Procedures Ordinance (No. 1800), adopted 10 June 2024, together with the Personnel Handbook of the City of Fairhope, be and the same hereby is changed and altered in respect to the certain sections below: Change and Add the following to: VI. LEAVE POLICIES SECTION C. SICK LEAVE 8. No Advances: Sick leave will not be advanced to any employee. Sick leave donations are not allowed. 10. Paid Sick Leave Donation Eligibility: Only classified, full-time employees who have completed one full year of continuous service are eligible to donate or receive donations of paid sick leave. The recipient must be eligible for, or currently on, a qualifying Medical or Caregiver Leave, or Military Caregiver Leave as defined by the Family Medical Leave Act (FMLA) and otherwise comply with the certification requirements of the City’s FMLA Leave Policy. The recipient must have a current or reasonably anticipated, immediate future need for additional paid sick leave. The City will not allow retroactive donations. The City may permit any employee-to-employee donation, regardless of the donor or recipient’s pay grade, unless the donor is a direct report of the recipient. The City may permit supervisor-to-employee donation, regardless of rank or employee pay grade. If the medical leave qualifies the employee for Short-Term Disability Income, the employee is only eligible for receiving donations of paid sick leave during the 15-day qualifying period. Once the qualifying period ends and the employee is eligible to receive Short-Term Disability Income, the employee is no longer eligible to receive sick leave donation until or unless the disability benefits are exhausted. If an employee has been counseled or disciplined for attendance violations more than once within the previous 12 months before the donation request is received, the employee may not be eligible to donate or receive sick leave donations. If an employee has submitted their resignation or retirement notice, they will not be eligible to donate or receive donations of paid sick leave during the notice period. Amount of Donated Sick Leave: Paid sick leave donations are only allowed in hourly increments. An employee may donate any number of sick leave hours (not to exceed a total lifetime donation of 480 hours) as long as the donor employee maintains at least 160 hours of accrued sick leave. A recipient employee may receive a total of 240 hours (e.g., 30 eight-hour workdays) during a rolling twelve-month period, and a total lifetime donation maximum of 480 (e.g., 12 weeks of eight-hour days) hours. Donations may come from multiple employees but may not exceed 480 total hours. Additionally, an employee may not receive more sick leave hours than the amount of time estimated on the medical certification or by the healthcare provider. A recipient employee may not receive more than the equivalent of 40 hours from one single donor. Conversion of Sick Leave Between Employees: Conversion of donated sick leave will be based upon the equivalent dollar amount of sick leave. For example, Employee A (earning $20 per hour) is donating the equivalent of 40 hours to Employee B (earning $10 per hour), the A would donate 20 hours from the accrual bank (equal to $400) and B would receive 40 hours ($400 donated ÷ $10 per hour = 40 hours). Another example is if Employee C (earning $9 per hour) is donating the equivalent of 40 hours to Employee D (earning $18 per hour), then C would donate 40 hours (equal to $360) from their balance, and D would receive 20 hours of sick leave ($360 donated ÷ $18 per hour = 20 hours). Page 48 of 448 Ordinance No. _____ Page -2- Approval: The recipient employee must submit a written request for sick leave donations, including a description of the medical emergency. Requests to receive and donate sick leave must be submitted to Human Resources using the Sick Leave Donation Form. The employee’s Department Head must review and approve the employee’s request to donate paid sick leave. If the recipient employee works in another department, the Department Head of the recipient employee must also approve the donation because the donated paid sick leave may mean additional time away from work. All approved requests must be forwarded to the Human Resources Department. Human Resources will inform the Payroll Coordinator of the approved sick leave donation so that accrual banks may be updated appropriately. Additional Rules: Paid sick leave donation must be strictly on a voluntary basis. Under no circumstances must any employee express, instruct, imply, or order that any employee is obligated to donate paid sick leave to any other employee, regardless of rank or pay grade. The Human Resources Department must receive all completed and approved donation requests forms no later than three (3) business days (Monday - Friday) before time entries are due for payroll processing. Late donation submissions will not be made retroactively but may be credited to the next pay period only if the paid sick leave is still needed and all other conditions of the policy are met. Human Resources will only transfer the number of paid sick leave hours needed for the pay period, not to exceed the number of days specified on the medical certification for the absence. Paid sick leave donation is irreversible as of the date the Human Resources Director approves the donation request. Donor employees and recipient employees are solely responsible for the impact a sick leave donation will have on their respective taxes and benefits. The remainder of Section C remains as written and adopted. Section 2. 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. Section 3. This Ordinance shall take effect immediately upon its due adoption and publication as required by law. Adopted this 23rd Day of September, 2024 ________________________________ Corey Martin, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Adopted this 23rd Day of September, 2024 ________________________________ Sherry Sullivan, Mayor Page 49 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-660 FROM:Kim Creech, CITY TREASURER George Ladd , PUBLIC WORKS DIRECTOR SUBJECT:Ordinance - An ordinance to repeal and replace Ordinance No. 1756 Fairhope Code of Ordinances: Article VI, Garbage and Trash Collection and Disposal - Section 21-75: Rates. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: Approve Ordinance as amended. BACKGROUND INFORMATION: Previous Council Action: During regularly scheduled meeting on August 22, 2022, City Council adopted Ordinance No. 1756 Sanitation revenues and expenses were discussed during September 9, 2024, Work Session as revenues currently do not cover operating expenses. Recommendation for a rate increase for FY2025 and FY2026 Budget was also discussed. BUDGET IMPACT/FUNDING SOURCE: Account No.Account Title Current Budget Cost Available Budget $___$___($____) GRANT: LEGAL IMPACT: Page 50 of 448 ORDINANCE NO. _____ AN ORDINANCE TO REPEAL AND REPLACE ORDINANCE NO. 1756 FAIRHOPE CODE OF ORDINANCES: ARTICLE VI, GARBAGE AND TRASH COLLECTION AND DISPOSAL, SECTION 21-75 BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA as follows: Section 1. The Code of Ordinance, City of Fairhope, Alabama, Article VI, Section 21-75, is hereby repealed and replaced with the following: Sec. 21-75. - Rates. (a) In the exercise of the police power of the city and for the purpose of enabling the city to perform a governmental function, there is hereby fixed the following garbage service fees for every occupant within the City: Residential Cost per Month Type FY 2025 Recommend ed New rates FY 2026 Recommend ed New rates Single Family $ 20.00 Per cart $ 23.00 $ 25.00 Apartment House $ 20.00 Per cart $ 23.00 $ 25.00 House Trailer $ 20.00 Per cart $ 23.00 $ 25.00 Backdoor Service $ 23.00 Per cart $ 28.00 $ 30.00 Commercial/Non- Residential Cost per Month Type FY 2025 Recommend ed New rates FY 2026 Recommend ed New rates 96-Gallon Cart 2x Week $ 25.00 Per cart $ 30.00 $ 34.00 96-Gallon Cart 3x Week Per cart $ 40.00 $ 45.00 96-Gallon Cart 4x Week Per cart $ 50.00 $ 55.00 96-Gallon Cart 5x Week Per cart $ 60.00 $ 65.00 (b) Nothing shall prevent an occupant from contracting for garbage service with other licensed collectors within the city; however, the minimum monthly charge must be paid the city by every occupant. (c) Acquiring garbage containers. Newly annexed properties or newly built homes may acquire a garbage container by contacting the utilities department at City Hall and paying a deposit fee set by the current deposit rate. At time of turning utilities on and paying deposits, residents may sign up for a 96 gallon container. The container will have an assigned serial number to the particular address. Only City of Fairhope garbage containers will be allowed to be serviced. (d) Alleyway services. Garbage may be serviced in alleyways but may incur additional charges if the alleys or containers are not accessible to the automated Page 51 of 448 garbage truck. Rates in these areas could be higher if a special truck is needed to service garbage. (e) Back Door services. Residential customer may request Sanitation Department to access private property for garbage collection purposes for an additional fee. Provided, however, that the handicapped citizens in residential unites where no one is physically able to bring the household garbage to the curbside. Ordinance No. _____ Page -2- (f) Any occupant who lives in a subsidized housing unit and only receives income from Social Security may qualify for an exemption from garbage fees. The City of Fairhope has a form that can be taken to your property manager to complete. Then, occupant returns the form to the City for exemption consideration. (g) Any occupant living in a housing unit that is not capable of being fully serviced by City Garbage, Trash and/or Recycling; the occupant may complete an Application (provided by the City) requesting a reduction by 50% of the Rates posted above. Example: Apartment House – 50% = $10.00 per Month Section 2. The above amended garbage rates shall go into effect on November 1, 2024. Section 3. Ordinance No. 1756 is hereby repealed as stated above. Section 4. This ordinance shall take effect on November 1, 2024 upon its due adoption and publication as required by law. ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 _____________________________ Corey Martin, Council President ATTEST: ____________________________ Lisa A. Hanks, MMC City Clerk ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 _____________________________ Sherry Sullivan, Mayor Page 52 of 448 Sec. 21-75 . -Rates . (a) In the exercise of the police power of the city and for the purpose of enabling the city to perform a governmenta l function, there is hereby fixed the following garbage service fees for every occupant within the city: Residential Per month Single family $20.00 Each receptacle (cart) Apartment house $20.00 Each receptacle (cart) House trailer $20.00 Each receptacle (cart) Backdoor service $23.00 Each receptacle (cart) Nonresidential Per month 96-Gallon container $ 25.00 each receptacle (cart) Serviced as required- Minimum 2x per week (b) Nothing shall prevent an occupant from contracting for garbage service w ith other licensed collectors within the city; however, the minimum monthly charge must be paid the city by every occupant. (c) Acquiring garbage containers. Newly annexed properties or newly built homes may acquire a garbage container by contacting the utilities department at city hall and paying a deposit fee set by the current deposit rate . At time of turning utilities on and paying deposits, residents may sign up for a ninety-six-gallon container. The container will have an assigned serial number to the particular address . Only city garbage containers will be allowed to be serviced. (d) Alleyway services. Garbage may be serviced in alleyways but may incur additional charges if the alleys or containers are not accessible to the automated garbage truck. Rates in these areas could be higher if a special truck is needed to service garbage . Page 53 of 448 (e) Any occupant who lives in a subsidized housing un it and only receives income from Soc ial Security may qualify for an exemption from garbage fees . The city has a form that can be taken to your property manager to complete . Then, occupant returns the form to the city for exemption consideration . (f} Any occupant living in a housing unit that is not capable of being fully serviced by city garbage, trash and/or recycling; the occupant may complete an application (provided by the city) requesting a reduction by fifty (50) percent of the rates posted above. Example : apartment house -50% = $10 .00 per month (Code 1962, §§ 10-4, 10 -5; Ord . No. 478, §§ 2, 3, 12-13-71; Ord. No. 525, §§ 2, 3, 2-11 -74; Ord. No. 785, §§ 1, 2, 3-23 -87; Ord. No. 827, § 1, 2-13-89; Ord . No . 845, § 1, 10 -9-89; Ord. No . 857, § 1, 6-7 -90; Ord . No . 878, § 4, 5- 13-91; Ord . No . 927, § 1, 3-22-93; Ord . No . 1044, § 1, 2-8-99 ; Ord . No . 1266, § 1, 9-26-05; Ord . No. 1296, 3-9- 06; Ord. No. 1608, § 1, 12-11-17; Ord. No . 1705, § 1, 3-8-21; Ord. No. 1756, § 1, 8-22-22) Page 54 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-642 FROM: Hunter Simmons, Planning Director SUBJECT: Site Plan Extension Request - Applicant, S.E. Civil, acting on behalf of the Owner, FST RW LLC, is requesting a 180-day extension of the Site Plan approval that was granted for the property located at the northeast corner of Magnolia Avenue and N. Church Street known as Vatan. The Site Plan was approved on October 23, 2023. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: City Council Approval BACKGROUND INFORMATION: This is the first extension request. There is a corresponding Subdivision case that does not expire for two years (October 23, 2025). We do not see any reason to deny the extension request. Some of the delays were changes to utility plans at the request of our utilities. 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 55 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-645 FROM: Hunter Simmons, Planning Director SUBJECT: Baldwin County Multimodal Connectivity Vision Plan and will use it as a planning guide for future projects in order to gain benefits mentioned above and strengthen the quality of life within Baldwin County. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: That the City of Fairhope supports the Baldwin County Multimodal Connectivity Vision Plan and will use it as a planning guide for future projects in order to gain benefits mentioned above and strengthen the quality of life within Baldwin County. 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 56 of 448 RE SOL UTIO N NO. Re solution of S upport for Baldwin Coun ty M ultimodal Connectiv ity Vision Plan WHEREA S, the Baldwin County Trai lblazers requeste d the Baldwin County Commission facilitate an effort among its 14 municipalities to deve lop a county-wide bicycle-pedestrian plan ; and WH EREAS , the Baldwin County Multimodal Connectivity Vision Plan ad dresses both bicycle and pedestrian needs , with a focus on connecting missing links in the network that provides for co nnectiv ity , safety , an d add itio na l modal choices to residents and visitors within Baldwin County and to encourage walking and biking as viab le options for commuting and recreational purposes; and WH EREA S, Municipa lities can use the county-wide map as a reference tool to guide future infrastructure development as we ll as make grant a ppl icat ions for its bui ldout and maintenance more attractive to funders; and WHEREAS , the City of Fa irhope supports programs that promote hea lth, wellness, and provide safe an d acco mmod ating bicy cl e and pe destrian infrastruc ture; now THEREFORE BE IT RE SOL VED BY THE GO VE RNI N G BODY OF THE CITY OF FAIRHOPE, AL AB AMA, That the City of Fairhope sup ports the Baldwin County Multimodal Connectivity Vision P lan and wi ll use it as a plann ing gu id e for future projects in order to gain benefits mentioned above and strengthen the quality of life within Baldwin County. Attest: Lisa A. Hanks , MMC City Clerk Adopted this 23rd day of Septem ber, 2024 Corey Martin, Council President Page 57 of 448 --·---.. ·---------------------~ ..._ .... ____ _ r !] - I / Legend --Exi sting Eastern Shore Trail \ , --Existing Bike Lanes -, -'\\ --Existing Wide Shoulder t/' \ --Ex isting Sidewalks/Paths --Existing Branyon Backcountry Trail \--I --Proposed Rails to Trails ---~~~ --Proposed Multimodal ..... ~.r ~-~, --Proposed Trail on Shoulder '. I Proposed Off Road (Sidewalk/Path) -\ i ) , i , 1 i -> ·--·"~ / _,,r ~ ,, r , ' US Highway f · , ~-~ f. , _,, --State Highway , r-~ / ,, ~ ,. -911 Roads -~~ -i, T Water _j_ --Proposed Ped Bridge --Proposed Foley Gulf Shores Trai l --Interstate ~-I ''• ' ~ 1 j 3 .... --i,,..~~-__ ...,__.._ 7~ - L , , ; l r-½----ll-ci,""'l'"'---1 ~·~· i -l';""'~ ' 'I! I i .-i I 11 1 1=-.-i:-- 1' • w'=u i ,~- ,--... ,~. 1/ !, J; l . ) I ! I I,' ~~ .!I d ½ +__..-½- -i-"" i i "~·~ ,-"r'" r 1 •---,---"-'---+-"·-I ~~ •• ..... .,. _... ~ "" ~Tf/lJ~ ' -""~ .,,,,;,, . .,.,, .. 'i s • . , l .,_.- County Bike/Ped/Multimodal Connectivity Vision Plan Page 58 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-646 FROM: Hunter Simmons, Planning Director Nicole Love, Grants Coordinator SUBJECT: The City Planning Director, Hunter Simmons, and City Planner, Michelle Melton, has requested to procure a professional engineering firm for the development of a Comprehensive Safety Action Plan (CSAP). The CSAP will be funded through a U.S. Department of Transportation Federal Highway Administration Safe Streets and Road for All (SS4A) Grant. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: To approve the selection of an engineering firm by the evaluation team for Professional Engineering Services - City of Fairhope Comprehensive Safety Action Plan (US Department of Transportation SS4A Grant) and authorize Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. BACKGROUND INFORMATION: The City Planning Director, Hunter Simmons, and City Planner, Michelle Melton, have requested to procure a professional engineering firm for the development of a Comprehensive Safety Action Plan (CSAP). The CSAP will be funded through a U.S. Department of Transportation Federal Highway Administration Safe Streets and Road for All (SS4A) Grant. A Request for Qualifications was issued on July 12, 2024, posted to the City of Fairhope’s website, and advertised in statewide newspapers for three (3) weeks. Two (2) responsive proposals were received at the bid opening on August 20, 2024 at 2:00 p.m. The proposals were evaluated by four (4) City of Fairhope staff and a representative of the Fairhope Pedestrian and Bike Committee (see attached Evaluation Score Sheet). The recommendation by the City Planning Director and the evaluation team is to hire Kimley-Horn and Associates, Inc. for this project. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Page 59 of 448 Budget 001120- 50290 Planning - Professional Services TBD TBD TBD Safe Streets for All Grant Project included in FY25 Draft Budget. GRANT: Safe Streets for All (SS4A) Grant 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 60 of 448 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves the selection by the Evaluation Team for Professional Engineering Services for (RFQ PS24-028) for the City of Fairhope Comprehensive Safety Action Plan (US Department of Transportation SS4A Grant) to Kimley-Horn and Associates, Inc.; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. Adopted on this 23rd day of September, 2024 _______________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 61 of 448 Page 62 of 448 Prepared For: City of Fairhope RFQ No. PS24-028 Professional Engineering Services City of Fairhope Comprehensive Safety Action Plan US Department of Transportation SS4A Grant Prepared By: Kimley-Horn and Associates, Inc. S ta te m e n t o f Q u a l i fi c a t ions • August 2024 RFQ NO. PS24-028 Page 63 of 448 1 TABLE OF CONTENTSRFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan Page 2 A. COVER LETTER Page 8 C. EXPERIENCE AND BACKGROUND Page 3 B. PROJECT APPROACH AND METHODOLOGY Page 12 D. PROJECT TEAM/LEVEL OF PARTICIPATION Page 19 E. ADDITIONAL INFORMATION Page 21 F. ADDITIONAL REQUIREMENTS Page 64 of 448 2 A. Cover Letter Erin Wolfe, Purchasing Manager City of Fairhope’s City Services and Public Utilities Building 555 South Section Street Fairhope, AL 36532 RE: REQUEST FOR QUALIFICATIONS (RFQ) - CITY OF FAIRHOPE COMPREHENSIVE SAFETY ACTION PLAN Members of the Selection Committee: As an industry leader in transportation safety, Kimley-Horn is eager to partner with the City of Fairhope to develop a Comprehensive Safety Action Plan (CSAP) as a strategy to reduce and ultimately eliminate roadway fatalities and serious injuries for all users. Kimley-Horn offers a team of skilled professionals with the right blend of industry experience, local familiarity, and national safety planning expertise rrequired for the success of this project. Our team has a history of providing municipalities with successful action plans as well as a clear-cut path to implementation funding through the SS4A program. Our team offers the following benefits to the City of Fairhope: Industry Experience. Kimley-Horn has produced many successful and diverse safety planning projects that are directly relevant to the scope of services you seek. We have completed Comprehensive Safety Action Plans for both local governments and regional entities, as well as Local Road Safety Plans (LRSPs), Systemic Safety Analysis Reports, Strategic Highway Safety Plans (SHSPs), Road Safety Audits (RSAs), data collection and safety analysis, and safety countermeasure design. More importantly, our team is highly familiar with the requirements of the SS4A program and can deliver a solid action plan in a timely fashion to make impactful changes throughout the City of Fairhope. The depth and breadth of our experience means you get a team that brings a strong foundation of safety expertise and a proven track record of successfully providing safety planning services across the nation. Local Familiarity. Our Principal-in-Charge, Chuck Starling, has had the privilege of partnering with the City of Fairhope several times, allowing us to learn about the City and its goals. Additionally, we have local experience with our work on the CR-33 24- inch waste management project and the Dog House Pump station project. With ALDOT, we recently conducted a statewide vulnerable road user safety assessment that is directly applicable to developing this safety action plan. This allowed our team to meet with stakeholders from your region to gather input on current safety issues and trends. These two projects are examples of our work in the Fairhope area, which has allowed us to understand local constraints and challenges. We also have partnered with McCrory and Williams, Inc. (M&W)*, an engineering and surveying firm headquartered in Mobile, AL. M&W is the perfect partner for this project, as they have more than three decades of experience and presence in Fairhope. With our team’s technical knowledge and local insight, we will build trust with your key stakeholders to craft a plan that will serve them best. National Safety Planning Expertise. Kimley-Horn offers the City access to one of the largest groups of Transportation Professional Certification Board Road Safety Professionals (RSPs) of any firm in the nation, including RSP Level 1, Level 2 Infrastructure specialty, and Level 2 Behavioral specialty. We pride ourselves on developing practical plans that are used to affect positive change in transportation safety. Our team of specialists is committed to developing implementable, cost-effective solutions so the money used for safety improvements can have the greatest impact. We have committed five of our RSP-certified professionals to this project. Our team is immediately available, passionate about transportation safety, and well-equipped with the training and experience needed to make your plan successful. Access to a safe and efficient transportation system is one of the primary markers of a community’s quality of life. Our team is dedicated to improving the quality of life in the City of Fairhope by charting a roadmap to effective, attainable safety solutions. We are eager to partner with you in the development of this important plan. If you have any questions, please do not hesitate to contact me at 205 558 5847 or laurabeth.yates@kimley-horn.com. Thank you for considering our qualifications. We acknowledge Addendum 1 and Addendum 2 that have been issued regarding the RFQ. Sincerely, KIMLEY-HORN Laura Beth Yates, PE, PTOE, RSP2I Associate, Project Manager 2 20th Street North, Suite 800, Birmingham, AL 35203 RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan Chuck Starling, PE, BCEE Authorized Signer, Principal-in-Charge 11 North Water Street RSA Battle House Tower, Suite 9290, Mobile, AL 36602 *Kimley-Horn and Associates, Inc. and McCrory and Williams, Inc. are seperate entities. Professional certifications of Key Team Members are included in resumes. A August 16, 2024 Page 65 of 448 3 X B. Project Approach and Methodology PROJECT APPROACH Kimley-Horn’s work plan places a strong emphasis on public outreach and engagement with key elements of our engagement plan including public meetings, online surveys and interactive maps, and collaboration with stakeholders and public officials. For this project, we will draw on our national expertise—having developed Comprehensive Safety Action Plans (CSAPs) and related regional studies across the country—as well as our local knowledge. We are intimately familiar with the requirements of the SS4A program and have assisted agencies across the country with full plan development, including developing CSAPs, applying for planning, demonstration, and implementation grants, and executing FHWA grant agreements. The City of Fairhope CSAP will be data-driven, using five years of crash data along with input from local officials and the public; this approach will provide a clear picture of safety issues and make sure that our recommendations are feasible, cost-effective, and supported locally. We will pair the crash data with socioeconomic data to develop a scoring methodology for the City’s corridors and intersections. This will show us which areas we should be focusing our efforts on and ensure that underserved communities are included and prioritized. Our process, which is specifically catered to the components of an SS4A safety action plan as required by FHWA, is summarized below. Key tasks are outlined in our project schedule. TASK 1: PROJECT INITIATION AND PROJECT MANAGEMENT Team Leadership: Project Manager Laura Beth Yates, PE, PTOE, RSP1; Deputy Project Manager Matthew Burgess; Principal-in-Charge Chuck Starling, PE; and QC/QA Manager Clark Bailey, PE, PTOE Our core team leadership is comprised of Laura Beth Yates, Matthew Burgess, Chuck Starling, and Clark Bailey.Our core team leadership is comprised of Laura Beth Yates, Matthew Burgess, Chuck Starling, and Clark Bailey. Laura Beth has more than 13 years of experience in transportation engineering in Alabama. She has managed and conducted safety projects across the southeast for state and local governments and is a registered Road Safety Professional (Level 2, Infrastructure). Laura Beth will serve as project manager and will be the primary point of contact for the City of Fairhope. Laura Beth will coordinate with the City of Fairhope to conduct an initial scoping meeting to refine the project scope and approach, identify dates for key meetings and workshops, discuss the data collection plan, strategize on how to coordinate with government partners and stakeholders, and review all aspects associated with managing the project. Kimley-Horn also proposes biweekly project calls with City project leadership staff, which will be used to review project progress, discuss upcoming stakeholder engagement activities, and resolve any issues, as needed. We have found that setting a regular, recurring meeting time is a simple but extremely useful tool to facilitate decision making, deal with challenges proactively, and keep projects moving on track. The Kimley-Horn team will work with the City of Fairhope to establish a project Safety Technical Advisory Committee (STAC) to be comprised of a diverse group of local leaders and stakeholders within the City of Fairhope. The STAC will participate in a workshop to set traffic safety-related goals for the City and to determine the course of subsequent action plan development priorities and activities. The STAC will continue to meet regularly throughout the project to direct the development of the CSAP and to review key deliverables. TASK 2 – PUBLIC ENGAGEMENT AND COLLABORATION As a Fairhope resident, Chuck Starling is intimately familiar with the Fairhope community and is uniquely positioned to connect with the citizens and understand their needs. Effective public engagement and collaboration begin with connections. Having strong community ties and relationships, Chuck can offer a familiar point of contact for the City and its citizens. The additional leaders of our engagement team – Elizabeth Gross, Tim Hancock, and Lindsay Slautterback – bring extensive experience with public outreach efforts specifically for SS4A safety action plans and other planning projects across the Southeast. Our team has a proven record of leading beneficial public involvement activities and will craft a plan tailored to the City of Fairhope. We will listen and respond to community voices while coordinating with decision-makers. Stakeholder and public engagement will provide information and opportunities for feedback to guide the CSAP and gain support for its recommendations. Our plan involves the development of a project-specific website to house project information to be shared with the public. We propose to use PublicCoordinate, Kimley-Horn’s proprietary online public engagement platform, which can be accessed through the project website. PublicCoordinate includes an interactive, B RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan Page 66 of 448 4 customizable map and embedded survey to collect and house multiple layers of feedback in one location. A link to the project website will be advertised on social media and provided on physical postcards that can be distributed at public events. Kimley-Horn will collect public feedback during two phases of the project: first, during the visioning phase to collect information that will help guide the direction and development of action plan recommendations, and second, after the development of projects and strategies. The proposed projects and strategies will be presented to the public for refinement and prioritization. The project website and PublicCoordinate will be used in both phases. Depending on the City’s desires, both phases can involve open house-style public meetings and/or project booths at widely attended public events that are already on the City’s calendar, such as festivals or arts and crafts markets. Active Transportation Engagement FHWA has identified vulnerable road users (VRUs) as a priority for safety improvements. As mentioned in our project experience, this same Kimley-Horn team led the VRU Safety Assessment for ALDOT. For this CSAP, we can leverage the data that was collected and the analysis that has already been performed as part of the VRU effort. Those analysis findings identify the areas of Fairhope that are considered high-risk for VRUs. This CSAP will allow us to take a closer look at those corridors and provide more targeted recommendations to address the issues. We will also target our engagement efforts toward active transportation users by distributing project postcards to local cycling groups, running clubs, and disability advocacy organizations. Their feedback is vital not only to the development of appropriate projects and strategies but also to the ADA transition plan component of this project. TASK 3 – SAFETY ANALYSIS As a largely data-driven plan, safety analysis is a critical component for development of the CSAP. One of the greatest challenges of a safety planning project is thoroughly analyzing the crash data to identify trends and develop the high-injury network (HIN). To meet this challenge in our other ongoing CSAPs, our team has developed a streamlined approach consisting of ranking corridors by crash rate and Equivalent Property Damage Only (ePDO) crash frequency, identifying over-represented emphasis areas, and assessing roadway risk factors. Our tools include GIS-based analysis to develop an initial set of corridors and intersections that will be shared with City leadership and in stakeholder meetings for additional discussion. Safety analysis will focus on fatal and serious injury crashes and will consist of all roadways within the city limits, without regard for ownership or maintenance responsibilities. We will review the Alabama SHSP emphasis areas and identify trends for each of these within the city limits. Systemic causes of crashes will be considered as mitigation measures are evaluated. Using data from the American Community Survey (ACS) and other demographic data provided by the City, we will also evaluate underserved areas to identify crash trends that may be intensified in these locations. Key steps in the safety analysis, identified in our CSAP Work schedule, include: Collect and Analyze Traffic Safety and Volume Data – We will use existing crash and volume data from ALDOT’s crash database, the National Highway Traffic Safety Administration’s (NHTSA) Fatality Analysis Reporting System (FARS), the SHSP, and any other data provided by the City. We also will consider emerging data sources to identify trends that do not appear in crash data, including near miss instances and hard braking instances that may indicate areas of elevated traffic safety risk. Identify Safety Hot Spots and HINs – We have a data- driven approach using crash and volume data to determine crash rates on corridors and at intersections. This data will be overlaid with underserved community data to include equity as a factor in ranking corridors and intersections during later tasks. Prioritize Safety Locations – Prioritization is not solely data-driven, as it also relies on public input, coordination with City of Fairhope leadership, equity considerations, and other factors. The prioritization processes will be documented and summarized in a spreadsheet that allows decision makers to easily assess how different factors impact the prioritized list of identified safety locations. B RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan Page 67 of 448 5 TASK 4 – EQUITY CONSIDERATIONS We have placed a strong emphasis on engagement and equity, as focusing on these areas for the CSAP is key to securing SS4A implementation grant funding for the City of Fairhope. FHWA has placed increased emphasis on equity analysis in plan development and considers it a primary qualifier for funding implementation projects. Based on our initial research, the city of Fairhope does not have many disadvantaged census tracts according to available equity datasets. However, equity in transportation safety is about more than just disadvantaged census tracts and looks different in every community. It is about ensuring that every group within that community has access to safe and reliable transportation based on their specific needs. Kimley-Horn will prepare, Kimley-Horn will prepare a thorough equity analysis and help ensure the CSAP is responsive to the needs and priorities of all communities, promoting equitable outcomes across the City. The equity task will be led by David Samba, PE, PTOE, RSP, and Katelyn Widness, AICP, CNU-A, who have led this same effort for numerous other CSAPs throughout the country. Development and implementation of a CSAP is critical for the improved health, safety, and welfare of the traveling public in the City. The CSAP will be developed using an inclusive and representative process that focuses on adverse safety impacts that affect all, including underserved communities. »Identifying the communities that are most affected by crashes by mode »Assessing the demographic characteristics of these communities, including race, ethnicity, income, and other relevant factors, to understand whether certain groups are disproportionately impacted by safety risks »Overlaying various equity datasets such as the Social Vulnerability Index (SVI) and Historically Disadvantaged Communities (HDC) with the HIN to identify areas of overlap »Evaluating the effectiveness of current safety measures in addressing the needs of these communities, and identify any gaps or areas for improvement »Considering the potential unintended consequences of proposed safety actions, and develop strategies to mitigate these risks »Engaging stakeholders from these underserved communities to solicit input on their experiences with safety risks and interventions and to incorporate their perspectives into the analysis TASK 5 – POLICY AND PROCESS REVIEW Kimley-Horn will review current policies, plans, programs, Kimley-Horn will review current policies, plans, programs, guidelines, and standards of the City. The review will also include the Alabama SHSP, which has a “Toward Zero Deaths” vision and a goal of reducing the number of traffic fatalities. We will prepare a comprehensive list of documents for review. We have developed SHSPs for many states including Arizona, California, Iowa, Nevada, and Virginia, and understand how policies, plans, and programs impact safety. Following assessment of these documents, our team will identify opportunities to improve the processes to prioritize transportation safety. Based on feedback from the City, we will develop recommendations for implementation through adoption of revised or new policies, guidelines, and/ or standards. TASK 6 – LEADERSHIP COMMITMENT AND GOAL SETTING Developing a vision and goals that are aggressive, forward- thinking, and consistent with the context of the community is critical for implementing programs, policies, and projects that result in improved safety. Commitment from the STAC and the support of City leadership is crucial to the success of the program and the achievement of the plan’s goals. Based on information obtained from the STAC and during public and stakeholder engagement, we will develop an initial vision and goals for the Fairhope CSAP. Objectives of the plan will be consistent with those identified in Alabama’s Toward Zero Deaths initiative, National Roadway Safety Strategy, FHWA’s Safe System Approach, and other relevant documents to guide proposed safety actions. The goals of the CSAP will be specific, measurable, achievable, and relevant, with a time-bound schedule. The plan will include a commitment and timeline for eliminating roadway fatalities and serious injuries through: A target date for achieving zero roadway fatalities and serious injuries; and/or An ambitious percentage reduction of roadway fatalities and serious injuries by a specific date with an eventual goal of eliminating roadway fatalities and serious injuries Support for the plan’s vision, goals, and objectives will be developed throughout the public and stakeholder outreach activities over the course of the plan development. Working with the City of Fairhope, Kimley-Horn will draft an official public commitment, such as a resolution, policy, or ordinance, to be adopted by elected officials. TASK 7 – ADA TRANSITION PLAN UPDATE An important component of this plan—particularly in downtown Fairhope along Section Street—will be incorporating pedestrian elements. We understand that the City wishes to integrate updates to its 2016 Public Right-of- Way Accessibility Transition Plan as a component of the CSAP, B RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan Page 68 of 448 6 B emphasizing pedestrian infrastructure such as curb cuts, ramps, landings, and crosswalks. The City’s compliance data is housed in a geographic information system (GIS) that can easily be combined with similar tools used to analyze safety statistics during the development of the final plan. Kimley-Horn proposes to initiate transition-plan field collection activities early in the project schedule to provide a site-specific dataset relative to pedestrians. Safety analysis parameters such as fatal and serious injuries, roadway factors, and pedestrian-related incidents can be cross-referenced with current compliance status for a unique glimpse into underlying safety deficiencies, ultimately informing projects carried forward into Project Prioritization. Early collection of compliance status also provides valuable data for use during the Stakeholder and Public Involvement stages. We have teamed with the local engineering and survey partner McCrory and Williams to perform field collection for the ADA transition plan updates. Their survey team will utilize mobile collection applications such as ArcGIS Online and ArcGIS Field Apps to photograph and record the location, compliance status, and condition of ramps, sidewalks, and landings for seamless integration into the City’s existing transition plan database. Additionally, newly constructed or recently repaired sidewalks and ramps will be collected, and the database will be updated accordingly. TASK 8 – PROJECT AND STRATEGY SELECTION Kimley-Horn will work with the City of Fairhope to develop a comprehensive list of safety projects and strategies to be included in the CSAP that will address the crash issues and trends identified through the safety analysis. Project prioritization criteria will be developed and utilized based on guidance from the STAC and feedback from the public. Strategy and project selection will be data-driven but will also rely on input from City officials and the public. FHWA Proven Safety Countermeasures, HSIP approved safety countermeasures, the ALDOT VRU Safety Assessment, and other sources will be reviewed and applied when developing potential project and strategy recommendations. These recommendations will range from physical design treatments to policy, education, enforcement, and technology options. For individual project recommendations, Kimley-Horn will prepare a project description, planning level cost estimate, timeframe for deployment, and other pertinent information to inform an SS4A Implementation Grant. This information also will be useful for other grant funding sources, such as HSIP. Kimley-Horn will conduct a workshop with the STAC to present and refine recommended strategies, projects, and the criteria used for prioritization. If desired, Kimley-Horn will identify demonstration projects that can provide early wins for safety in the City of Fairhope and serve as models for future safety projects. Demonstration projects could include a range of projects from low-cost early win deployments to more complex programs. An example of a low-cost operations improvement would be safety-focused signal timing or phasing changes that could be implemented quickly. More complex deployments could include high-visibility traffic safety projects that are selected strategically to provide tangible and easily understandable benefits with the goal of building broad support among the public for continued implementation. Descriptions of potential demonstration projects will be included in the CSAP. TASK 9 – PERFORMANCE MEASUREMENTS/ PROGRESS AND TRANSPARENCY Tracking progress and performance is an essential element of the plan development process. Kimley-Horn will work with the City of Fairhope and the STAC to identify the performance metrics to be used in measuring progress toward meeting the goals established in Task 6. These metrics will include mitigation efforts (quantity of safety improvements implemented) and reduction in the number and rate of fatal and serious injury crashes. The Kimley-Horn team can develop an online dashboard that can be uploaded to the City’s website and easily updated annually for residents and stakeholders to access and understand safety trends in their communities. This is a tool we have used with many other clients to meet their CSAP progress and transparency goals. The dashboard can also provide information to the public regarding which projects have been completed, which projects are in progress, and how the crash rate has been impacted. This will help create accountability and transparency as the program moves forward. RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan Page 69 of 448 7 B STRATEGIES FOR COMPLETING THE PLAN In summary, specific strategies Kimley-Horn will employ to complete the plan will include the following: »Establishing a STAC to provide guidance/oversight and help build consensus throughout the life of the project »Placing a strong emphasis on public engagement and providing multiple avenues for public input to be collected »Developing scoring methodology to create HINs by pairing the crash data with socioeconomic data. This will show the areas that should be focused on and help ensure that underserved communities are included and prioritized »Crafting a project sheet for each recommended project that contains as much information as is currently known and available for the SS4A Implementation Grant application, so that the projects are ready to go when the grant cycle reopens »Working with the City to develop plans for a transparency tool to track and report progress towards implementing the SAP RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan SCHEDULE STRATEGIES Specific strategies Kimley-Horn will employ to keep the project on schedule will include the following: »Biweekly project calls will be scheduled with the City project management team to set aside a regular touchpoint for reporting progress and planning for next steps. »We will use Castaheads, which is Kimley-Horn’s in-house system for work-planning, to proactively plan for schedule adherence. It helps to ensure that the project team members are available when they are needed throughout the course of the project. Castaheads projections are inputted for one-, three-, and six-month planning. »Getting dates for public engagement meetings on the calendar at the very beginning of the project will be crucial for keeping the schedule. Obtaining public input is vital to the plan’s completion. Having the meeting dates on the calendar from the beginning »Will provide milestones for us to reach and help the project team stay on target. »Obtaining the most recent crash and socioeconomic data very early in the project is vital to staying on schedule, as so much depends on the timely completion of the safety analysis. As we have recently obtained both crash data and ACS data for our other ongoing projects, we are familiar with the process and with the personnel that can assist with providing such data. We are confident in our ability to obtain this data quickly and easily to facilitate the start of the safety analysis. Page 70 of 448 The Kimley-Horn team brings experience delivering projects throughout the region and across Alabama through our work with ALDOT and other state, regional, and local agencies. Additionally, we offer complete transportation planning, safety analysis, and transportation design services in-house. Kimley-Horn has completed countless safety planning documents across the nation, including comprehensive safety action plans, SHSPs, LRSPs, RSAs, and bicycle and/or pedestrian safety action plans. Our strong design expertise enables us to recommend feasible and implementable projects and strategies to help mitigate safety issues. Our staff includes specialists in systemic and specific safety analysis, geospatial analysis, development of safety planning documents, vulnerable road user safety, Americans with Disabilities Act (ADA) compliance, and stakeholder engagement. Kimley-Horn is leading the industry in providing transportation safety services to municipalities and local governments nationwide. We have a thorough knowledge of the process and resources required to develop a strong, comprehensive safety action plan. 8 C RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action PlanC.EXPERIENCE AND BACKGROUND Our subconsultant, McCrory & Williams, Inc. is an engineering and surveying firm headquartered in Mobile, Alabama. Founded in 1975, McCrory & Williams was established with a focus on quality service. Following Bill McCrory’s passing in 1997, his cofounder, Dick Williams continued to lead the firm into it’s next stage of aggressive growth until his retirement in 2000. Upon Mr. Williams’s retirement in 2000, the firm was purchased by Senior Staffers, William (Billy) Wilkerson, P.E. and Merlin Miller, P.L.S., whose leadership carried the firm’s success and service to the community for the next two decades. Planning for the future path of the company as Billy Wilkerson’s retirement approaches, in July 2018, the firm began to operate for the first time as a Woman-Owned Business with Carah Vuncannon as President. Founded in 1967 by transportation engineers in Raleigh, NC, Kimley-Horn became well known for our expertise in transportation planning and traffic engineering. Today, Kimley-Horn has more than 8,100 employees in more than 130 offices nationwide. We offer a full range of consulting services, including transportation planning and design, intelligent transportation systems (ITS), site-civil engineering, environmental sciences, water resources, structural engineering, surveying, and landscape architecture. Kimley-Horn understands the importance of planning and designing for all modes of transportation and provides comprehensive traffic safety services, including LRSPs, systematic safety evaluations, RSAs, safe routes to school, as well as, and helping our clients navigate the SS4A grant process. Our national team of safety specialists guide our clients through their comprehensive action plans, policy and procedure changes, implementation projects and funding applications, and design and implementation. Kimley-Horn has led numerous pedestrian and bicycle master plans and developed comprehensive statewide plans and requirements for pedestrian/ bicycle facilities, transit, rail, and fully integrated multimodal systems.Kimley-Horn Safety Action Plan Projects Page 71 of 448 9 C RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan FOLEY, AL The City of Foley selected Kimley-Horn to develop a SAP funded by an SS4A grant. The goal of the plan is to develop a holistic, well-defined strategy to prevent injuries and fatalities of all roadway users. The Kimley- Horn team conducted a safety analysis of existing conditions and historical trends; assisted with public engagement and stakeholder collaboration; and developed equity considerations using inclusive and representative processes. The team also conducted a policy and process review to identify opportunities for transportation safety improvements. The SAP will ultimately identify a comprehensive set of data-driven projects and strategies to address the safety issues identified in the analysis stage. CITY OF FOLEY SS4A SAP Client Name and Contact: City of Foley Logan Eberly, Purchasing Agent 251 943 1545 | leberly@cityoffoley.org Registered Professional Design Team Members and Role on Project: Laura Beth Yates, PE, PTOE, RSP1 (Project Manager); Clark Bailey, PE, PTOE, (Project Engineer); Matthew Burgess, PE (Cost Estimates and Project Prioritization) Date of Completion: September 2023 - Ongoing The City of Foley was awarded $108,500.00. This project is on schedule and the total charges to the client were within the projected budget. CAPITAL REGION TRANSPORTATION PLANNING AGENCY (CRTPA), SAP TALLAHASSEE, FL Kimley-Horn served as the lead consultant for the CRTPA SAP. This plan was completed to meet all SS4A requirements and included robust data collection and review, equity analysis, project prioritization and public engagement. It was adopted by the CRTPA board in June 2023 and will serve as the required SAP for the Capital Region when applying for SS4A Implementation grants in the future. Client Name and Contact: CRTPA Jack Kostrzewa, Assistant Director 850 891 8625 | john.kostrzewa@talgov.com Registered Professional Design Team Members and Role on Project: Lindsay Slautterback, AICP (Project Manager); Vincent Spahr, PE, RSPI (Project Engineer) Date of Completion: June 2023 The total contract value for this project was $220,635.00. Proposed schedule was met and the total charges to the client were within the projected budget. Page 72 of 448 10 C RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan JACKSON COUNTY, AL Jackson County selected Kimley-Horn to develop a SAP funded by a SS4A grant. Kimley-Horn established a comprehensive framework, identified priority networks, and recommended implementation of evidence-based countermeasures to reduce serious injuries and fatalities. The goal of this plan was to improve the safety and well-being of the entire community by identifying actionable projects and strategies for the County’s roadways. Kimley-Horn recently assisted Jackson County with an SS4A implementation grant that allows the County to construct projects identified in the SAP. ALDOT, VUNERABLE ROAD USER (VRU) SAFETY ASSESSMENT STATEWIDE, AL Kimley-Horn conducted ALDOT’s VRU Assessment. The Federal Highway Administration (FHWA) required all states to complete a VRU Assessment as an addendum or attachment to their state’s SHSP. The purpose of this project was to assess the safety performance of the state with respect to VRU (which include people walking, biking, or rolling) and the plan of the state to improve the safety of these users. Alabama’s assessment involved the analysis of crash data to understand trends and safety performance and to develop HINs for urban and rural areas. Demographic data also was analyzed to determine areas of high risk and to inform the development of the HINs. A program of projects and strategies was created for each of the HINs aimed at reducing safety risks for vulnerable users. Stakeholder engagement was a key piece of the strategy and project development process. Client Name and Contact: ALDOT John-Michael Walker, State Traffic and Safety Operations Engineer 334 242 6123 | walkerjoh@dot.state.al.us Registered Professional Design Team Members and Role on Project: Laura Beth Yates, P.E., PTOE, RSP2I (Project Manager), Tracy Lehman, P.E., PTOE, RSP2I (Principal-in-Charge), Clark Bailey (Project Engineer) Date of Completion: April 2024 The total contract value for this project was $149,110.00. Proposed schedule was met and the total charges to the client were within the projected budget. JACKSON COUNTY, SS4A SAP Client Name and Contact: Jackson County, AL Jonathan Campbell, County Engineer 256 259 6037 | jonathancampbell@jcch.net Garon Machen, Assistant County Engineer 256 259 6037 | garonmachen@jcch.net Registered Professional Design Team Members and Role on Project: Laura Beth Yates, P.E., PTOE, RSP2I (Project Manager), Matthew Burgess, P.E. (Deputy Project Manager), Lindsay Slautterback, AICP ( QC/QA) Date of Completion: April 2024 The total contract value for this project was $105,100.00. Proposed schedule was met and the total charges to the client were within the projected budget. Page 73 of 448 11 C RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan Legal and Financial Statements Our team has extensive experience within the local jurisdiction and a deep understanding of the local standards and specifications. Our team is adequate and availabile to perform the work and all other functions that needed for the proposed services. Qualitative availability can be located on resumes. We are happy to provide any further information as the City sees fit. Our firm values cross-disciplinary collaboration and encourages our team members to have a broad skill set. With 8,100+ employees, it is not reasonable to list the qualified personnel in other disciplines. We anticipate all work to be done within the proposed team. Kimley-Horn and Associates, Inc. confirms that we are operating on a sound fiscal basis. We diligently monitor our financial performance, regularly reviewing and adjusting our strategies through careful budgeting, cost management, and revenue generation. Our financial statements are available upon request. The proposed work will be accomplished through our Birmingham and Mobile offices. We acknowledge that travel related expenses to and from Fairhope will not be reimbursable. Page 74 of 448 12 D The organizational chart below depicts our names and duties. Their qualifications are included in their resumes in Section D.Our dedicated team of national safety specialists and local engineers and planners who will support the development of the CSAP as well as their role/responsibility. Kimley-Horn brings project management expertise and safety specialists who have worked on state, regional, and local projects across the U.S., including supporting more than 35 clients with FHWA SS4A Action Plan and Implementation Grant applications. We expect all parties to play an equal role in the succssful creation of a CSAP for the City of Fairhope. RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan Subconsultants * M&W City of Fairhope, AL Clark Bailey, PE, PTOE Quality Control/ Quality Assurance (QC/QA) Chuck Starling, PE, BCEE Principal-in-Charge (PIC) Laura Beth Yates, PE, PTOE, RSP2I Project Manager Chuck Starling, PE, BCEE Laura Beth Yates, PE, PTOE, RSP2ILindsay Slautterback, AICP Elizabeth Gross, PE Engagement and Collaboration Leo Espelet PE, TE, RSP1Kennedy Adams, PE Elanna Breau Safety Analysis Matthew Burgess, PE Deputy Project Manager Tracy Lehman, PE, PTOE, RSP2B Policy and Process Review Lindsay Slautterback, AICP Equity Considerations Laura Beth Yates, PE, PTOE, RSP2IMatthew Burgess, PE Leo Espelet PE, TE, RSP1 Project and Strategy Selection Doug Swett, PE, PTOE, RSP1Luis Taboada, PE, RSP1 Leadership Commitment and Goal Setting Kennedy Adams, PE Performance Measurements/ Progress and Transparency Matt Pool, PE Brian Shamburger, PE, PTOE Carah Vuncannon* ADA Transition Plan Update Ana Eisenman, PE Elizabeth Gross, PE GIS Mapping and Analysis D.PROJECT TEAM/LEVEL OF PARTICIPATION Page 75 of 448 13 LAURA BETH YATES, P.E., PTOE, RSP2I Project Manager, Project and Strategy Selection Lead Laura Beth has more than 12 years of traffic engineering experience. Through her practice, she has focused on improving transportation safety through a holistic approach with strong planning, collaboration, and evidence-based solutions. She is passionate about saving lives and improving quality of life through the use of proper planning and targeted project implementation. Laura Beth is familiar with all aspects of the SS4A program and has assisted other local governments in their pursuit of funding through this program. She has utilized her safety expertise on numerous safety studies and plans throughout her career to assist cities, counties, and state DOTs evaluate their current conditions, choose safety countermeasures, pursue funding, and implement projects that will impact lives for the better. RELEVANT EXPERIENCE »Jackson County SS4A Safety Action Plan, Jackson County, AL | Project Manager — Kimley-Horn was selected to develop a SAP funded by a SS4A grant. Kimley-Horn established a comprehensive framework, identified priority networks, and recommended implementation of evidence-based countermeasures to reduce serious injuries and fatalities. The goal of this plan is to improve the safety and well-being of the entire community by identifying actionable projects and strategies for the County’s roadways. Kimley-Horn is currently assisting Jackson County with an SS4A implementation grant that would allow the County to construct projects identified in the SAP. »City of Foley SS4A Safety Action Plan, Foley, AL | Project Manager — The City of Foley selected Kimley-Horn to develop a SAP funded by an SS4A grant. The goal of the plan is to develop a holistic, well-defined strategy to prevent injuries and fatalities of all roadway users. The Kimley-Horn team conducted a safety analysis of existing conditions and historical trends; assisted with public engagement and stakeholder collaboration; and developed equity considerations using inclusive and representative processes. The team also conducted a policy and process review to identify opportunities for transportation safety improvements. The SAP will ultimately identify a comprehensive set of data-driven projects and strategies to address the safety issues identified in the analysis stage. ADDITIONAL RELEVANT EXPERIENCE »ALDOT, LRSP, Phase 1, Statewide (10 Counties), AL »ALDOT, VRU Safety Assessment, Statewide, AL »GDOT, Safety On-Call, Districts 1 and 4, GA »ALDOT, US 90 Safety Analysis and Access Management Development, Tillman’s Corner and Mobile, AL »City of Northport, On-Call Grant Support, Northport, AL »ALDOT, US 72 East Safety Study and Concepts, Huntsville, AL* *Laura Beth worked on this prior to joining Kimley-Horn. PROFESSIONAL CREDENTIALS Master of Science, Civil Engineering, University of Alabama Bachelor of Science, Civil Engineering, University of Alabama Professional Engineer in AL, FL, GA, LA, MS, and TX Professional Traffic Operations Engineer Certified Road Safety Professional, Level 2 Infrastructure D RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan 40% Page 76 of 448 14 D RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan CLARK BAILEY, P.E., PTOE QC/QA Review Lead Clark has more than 15 years of professional experience leading teams to solve complex transportation problems to improve communities, connect people, and communicate new ideas. His experience includes traditional planning projects as well as context- sensitive planning and design, multimodal and transit planning, bicycle and pedestrian planning and design, transportation demand management, and public involvement. He has worked closely and effectively with numerous local, regional, and state agency partners throughout the Southeast, and he served as the project manager for many large multidisciplinary projects, many of which were under expedited schedules. RELEVANT EXPERIENCE »ALDOT, Vulnerable Road Users Safety Assessment, Statewide, AL | Project Engineer — Kimley-Horn conducted ALDOT’s VRU Assessment. The FHWA has required all states to complete a VRU Assessment as an addendum or attachment to their state’s SHSP. The purpose of this project was to assess the safety performance of the state with respect to VRU (which includes people walking, biking, or rolling) and the plan of the state to improve the safety of these users. Alabama’s assessment involved the analysis of crash data to understand trends and safety performance and to develop HINs for urban and rural areas. Demographic data also was analyzed to determine areas of high risk and to inform the development of the HINs. A program of projects and strategies was created for each of the HINs aimed at reducing safety risks for vulnerable users. Stakeholder engagement was a key piece of the strategy and project development process. »Regional Planning Commission of Greater Birmingham (RPCGB), Birmingham Area Active Transportation Plan (B-Active Plan), Birmingham, AL* | Local Project Lead — Clark assisted in the development of a plan that identified a clear vision for short-term and long-term projects that are needed to build more connected and equitable bicycle and pedestrian network for the region to address safety concerns. The project involved extensive community outreach through information booths around town at parks, events and popular destinations. ADDITIONAL RELEVANT EXPERIENCE »Transportation Master Plan, Homewood, AL »ALDOT, US 90 Safety Analysis and Access Management Development, Tillman’s Corner and Mobile, AL »GDOT, Safety On-Call, Districts 1 and 4, GA »16th Street Pedestrian Study, Birmingham, AL »Green Springs Corridor Study/Design, Homewood, AL »I-59 at US-11 and Sullivan Killrain Road Safety Study, Hattiesburg, MS* »ALDOT, US 72 East Safety Study and Concepts, Huntsville, AL* *Clark worked on this prior to joining Kimley-Horn. PROFESSIONAL CREDENTIALS Master of Science, Civil Engineering, Auburn University Bachelor of Science, Civil Engineering, Auburn University Professional Engineer in AL, FL, GA, LA, MS, and TX Professional Traffic Operations Engineer 25% Page 77 of 448 15 D RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan CHUCK STARLING, PE, BCEE Principal-in-Charge, Engagement and Collaboration Lead Chuck has 26 years of experience serving as project manager and project engineer on a variety of utility engineering projects, including pump station design, force main design, condition assessment programs, pump station assessment and rehabilitation, I/I rehabilitation programs, and various treatment plant design/improvement projects. Chuck manages projects, planning, design, quality assurance reviews, and construction coordination. Chuck is a licensed professional engineer in Alabama, Florida, Mississippi, and Louisiana and a Board-Certified Environmental Engineer. Chuck will serve as the principal-in-charge and has the authority to execute the contract, secure technical resources, and ensure that project needs are met. Chuck will continue to provide technical oversight throughout construction, lending his expertise to all phases of this project. RELEVANT EXPERIENCE »Fairhope Headworks Rehabilitation, Fairhope, AL »Fairhope 181 Wastewater Conveyance Improvements, Fairhope, AL »CR 33 Water Main Extension Project and Construction, Fairhope, AL »Fairhope Dog House Pump Station Rehabilitation, Fairhope, AL »Fairhope Lead and Copper, Fairhope, AL PROFESSIONAL CREDENTIALS Bachelor of Science, Microbiology, Auburn University Bachelor of Science, Civil Engineering, University of South Alabama Professional Engineer in FL, AL, MS and LA Board Cerfitifed Environmental Engineer Certified Construction Documents Technologist MATTHEW BURGESS, P.E. Deputy Project Manager Matthew has more than 16 years of experience in project management and roadway design, with an emphasis on multimodal, highway, and bridge projects for states, counties, and municipalities in both urban and rural settings. He has a demonstrated history of successful projects to include roadways on new alignment, highly constrained urban widenings, intersection improvements, and pedestrian/bicycle facilities. Matthew has been involved in multiple HSIP funded projects and is interested in furthering his experience in safety-related access management projects. His strengths lie in his proactive communication style and his highly organized, goal-oriented task approach, which gives him the distinctive ability to lead large multidisciplinary teams. RELEVANT EXPERIENCE »Jackson County, SS4A SAP, Jackson County, AL »City of Foley, SS4A SAP, Foley, AL »ALDOT, Access Management Plan for SR-6 (US 82), Various Locations, AL »ALDOT, Access Management along SR-210 (Ross Clark Circle), Dothan, AL »City of Homewood, Access Management Improvements on US-31, Homewood, AL »ALDOT, Safety Project Access Management on SR-2 (US-72), Huntsville, AL PROFESSIONAL CREDENTIALS Bachelor of Science, Civil, Construction, and Environmental Engineering, University of Alabama at Birmingham Bachelor of Science, Geographic Information Systems, University of Alabama, Tuscaloosa Professional Engineer in AL and KY 30% 30% Page 78 of 448 16 D RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan TRACY LEHMAN, P.E., PTOE, RSP2I Policy and Process Review Tracy is a nationally recognized leader in safety analysis and design. She consistently delivers innovative, data-driven solutions to her clients across the country. Tracy has a passion for safety and understands the impact that proactive safety plans can have on saving lives. Her career has focused on assisting cities, counties, and state DOTs across the country with developing solutions to reduce fatal and serious injury crashes in their states. Tracy has managed or been involved with developingn LRSPs and contributed to FHWA’s guidance manual, implementing a LRSP, which provides tips on how to take a plan from idea to reality. She and her team were successful in assisting a county with obtaining SS4A implementation funding during the first round of funding. RELEVANT EXPERIENCE »ALDOT, LRSP, Phase 1, Statewide (10 Counties), AL »IDOT, Local and District Road Safety Plans (L/DRSP), Statewide, IA »LRSP Implementaton, Nationwide »ALDOT, VRU Safety Assessment, Statewide, AL »IDOT, VRU Safety Assessment, Statewide, IA »IDOT, SHSP, Statewide, IA »GDOT, Safety On-Call Region A, Districts 1 and 4, GA PROFESSIONAL CREDENTIALS Bachelor of Science, Environmental Engineering, Georgia Institute of Technology Professional Engineer in AL, GA, IA, IL, and WI Professional Traffic Operations Engineer Road Safety Professional Level 1 and Level 2, Infrastructure DOUG SWETT, P.E., RSP1 Leadership Commitment and Goal Setting Doug is a transportation engineer with 18 years of experience. He has worked on a variety of projects, including traffic data collection, traffic impact analyses, traffic signal design, transportation safety planning, corridor safety studies and evaluations, development of SAPs, traffic signal system communication, and coordinated traffic signal timing. Doug’s design experience includes transportation planning, traffic operations, signal timing, ADA accessibility at intersections conforming to Public Rights-of-Way Accessibility Guidelines (PROWAG) standards, traffic modeling, and construction engineering and inspection (CEI) projects. RELEVANT EXPERIENCE »City of Memphis SS4A Contracting Support, Memphis, TN »City of Memphis SS4A SAP, Memphis, TN »Maury County SS4A, Maury County, TN »Batesville SS4A SAP, Batesville, AR »MDOT Intersection Safety Project, Statewide, MS »Missississippi County SS4A, Mississippi, AR PROFESSIONAL CREDENTIALS Bachelor of Science, Civil Engineering, Mississippi State University Professional Engineer in TN, AR and MS Road Safety Professional 1 20% 25% Page 79 of 448 17 D RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan LINDSAY SLAUTTERBACK, AICP Equity Considerations Lindsay has more than eight years of experience working in public sector and MPO planning with a focus on multimodal transportation and safety, emphasizing robust public engagement. Lindsay is passionate about adapting our existing transportation networks to accommodate a variety of users through strategic design recommendations and the promotion of active transportation uses such as walking and biking. Lindsay provides expertise on the SS4A Program, with a recently completed CSAP for the CRTPA based in Tallahassee, Florida. Lindsay has also provided support on numerous SS4A grant applications in several states, both for CSAPs and implementation grants. RELEVANT EXPERIENCE »City of Foley, SS4A SAP, Foley, AL »Jackson County SS4A SAP, Jackson County, AL »CRTPA SS4A Action Plan, FL »Emerald Coast Regional Council SAP, Pensacola, Florida »City of Kissimmee Vision Zero Action Plan, Kissimmee, FL »City of St. Cloud Vision Zero Action Plan, St. Cloud, FL »Osceola County Vision Zero Action Plan, Osceola County, FL »SS4A Implementation Grant, Knoxville TN PROFESSIONAL CREDENTIALS Master of Science, Planning, Florida State University Bachelor of Science, International Affairs and Environmental Studies, Florida State University American Institute of Certified Planners LEO ESPELET, P.E., T.E., RSP1 Safety Analysis Leo has more than 20 years of experience in transportation planning and design. This experience, combined with his public outreach and consensus-building abilities, has been instrumental in the completion of award winning safety and mobility projects in Southern California. Recently relocated to Tennessee, Leo is excited to leverage his project delivery experience and passion for safety with local agencies across the south. RELEVANT EXPERIENCE »Nashville DOT, Vision Zero Quick-Build, Nashville, TN »SS4A Action Plan, Maury County, TN »SS4A Action Plan, Smyrna, TN »SS4A Action Plan, Mt. Juliet, TN »SS4A Action Plan, Athens, TN »SS4A Action Plan, Harriman, TN PROFESSIONAL CREDENTIALS Bachelor of Science, Civil Engineering, San Diego State University Professional Engineer in TN and CA Traffic Engineer in CA Road Safety Professional Level 1 30% 30% Page 80 of 448 18 D RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan KENNEDY ADAMS, PE Performance Measurements, Progress and Transparency Kennedy is a parking, traffic, and transportation engineer with 6 years of experience in a wide variety of parking and transportation planning and traffic operations projects. Much of her practice focuses on campus parking and transportation master planning studies for municipalities, corporations, universities, and healthcare systems. Kennedy has led various projects including traffic impact analyses, developments of regional impact, traffic signal warrant analyses, shared parking analyses, traffic support for large development/corporate campus master planning, and traffic signal retiming and corridor optimization services. For many large master planning efforts, Kennedy has provided clients with a range of possible development land uses and the parking and transportation improvements required to accommodate the land uses. RELEVANT EXPERIENCE »Nashville DOT, Vision Zero Quick-Build, Nashville, TN »SS4A Action Plan, Maury County, TN »SS4A Action Plan, Smyrna, TN »SS4A Action Plan, Mt. Juliet, TN »SS4A Action Plan, Athens, TN »SS4A Action Plan, Harriman, TN PROFESSIONAL CREDENTIALS Master of Business Administration, University of Alabama Master of Science, Civil Engineering, University of Alabama Bachelor of Science, Civil Engineering, University of Alabama Professional Engineer in AL, TN, KY and GA ANA EISENMAN, PE GIS Mapping and Analysis Ana is a versatile traffic engineer and transportation planner specializing in traffic and parking studies along with multimodal small area and countywide transportation plans. Her technical engineering background pairs well with her GIS expertise in complex geospatial analyses and evaluations. Ana’s experience with public sector planning studies coupled with her private sector knowledge further provides Ana with a sound understanding of how to develop implementable plans using data-driven approaches. She focuses on innovative solutions while considering opportunities to maximize multimodal functionality and incorporate community vision. Ana has worked closely with local, state, and federal agency partners as well as local developers throughout the Atlanta metro for the last 9 years. RELEVANT EXPERIENCE »ALDOT Transportation Support Services, Statewide, AL »ALDOT Southeast Regional Transportation Systems Management and Operations Plan, Southeast, AL »Comprehensive Transportaion Plan, DeKallb County, GA »Comprehensive Transit Development Plan, Gwinnett County, GA PROFESSIONAL CREDENTIALS Master of Science, Civil Engineering, Georgia Institute of Technology Bachelor of Science, Civil Engineering, University of Illinois, Urbana-Champaign Professional Engineer in GA 25% 20% We acknowledge that key personnel identified in this proposal will be expected to remain assigned to this project for the term of the agreement, and are to be replaced only with the consent of the City. Page 81 of 448 19 E RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan Laura Beth Yates and the Kimley-Horn team recently completed the City of Foley Safety Action Plan for which we recently received the following feedback. E.ADDITIONAL INFORMATION “Laura Beth and her team at Kimley-Horn were instrumental in guiding the City of Foley through the creation of our Safety Action Plan. We couldn’t have done it without them, and we will gladly work with them again on future projects.”Logan Eberly City of Foley Purchasing Agent Laura Beth Yates and the Kimley-Horn team also recently completed the Jackson County Safey Action Plan through an SS4A grant, which can be found on www.jacksoncountyal.gov. Page 82 of 448 20 E RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan SATC Workshops Final Deliverable MONTH TASK OCT NOV DEC JAN FEB MAR APR MAY 1 PROJECT INITIATION AND MANAGEMENT Invoicing, Progress Reports, Monthly Project Meeting Project Kick-off and Coordination Meeting 2 PUBLIC ENGAGEMENT AND COLLABORATION Leadership Engagement and Goal Setting Workshop Public Outreach Workshops Public Survey 3 SAFETY ANALYSIS Collect and Analyze Transportation Safety and Volume Data Identify Safety Hot Spots and HIN Prioritize Safety Locations (Includes Public Input and Equity Analysis) 4 EQUITY CONSIDERATIONS Identify and Assess Socio-Demographic Characteristics Evaluate Effectiveness of Safety Measures Community Engagement 5 POLICY AND PROCESS REVIEW Review Current Plans, Programs, Policies, and Guidelines Develop Recommendations for New or Revised Processes 6 LEADERSHIP AND COMMITMENT TO GOAL SETTING Leadership Engagement and Target Setting Workshop Vision, Goals, and Objectives Establishment 7 PROJECT AND STRATEGY SELECTION Develop Draft Strategies and Criteria for Project Selection Identify Recommended Projects, Costs, and Benefi ts Leadership Engagement and Project Prioritization Identify Potential Demonstration Projects 8 PERFORMANCE MEASUREMENTS/PROGRESS AND TRANSPARENCY Identify Key Performance Metrics Recommendations for Development of Tracking Tool Public Involvement Summary Equity Analysis Technical Report SAP Stand-Alone Executive Summary Final Report Assumed Implementation Grant Submittal Deadline (This schedule can be adjusted based on the City’s preferences and needs, as practical). Example Schedule Page 83 of 448 21 F RFQ No. PS24-028 | City of Fairhope Comprehensive Safety Action Plan Kimley-Horn and Associates, Inc.’s UEI number, which can be verified through www.SAM.gov, is V8PKGG6NLKV6. Evidence of our SAM registration can be found on the next 4 pages. Our SAM registration is followed by required forms. F. ADDITIONAL REQUIREMENTS Page 84 of 448 KIMLEY-HORN AND ASSOCIATES INC Unique Entity ID V8PKGG6NLKV6 CAGE / NCAGE 0BPM5 Purpose of Registration All Awards Registration Status Active Registration Expiration Date Feb 7, 2025 Physical Address 421 Fayetteville ST STE 600 Raleigh, North Carolina 27601-1777 United States Mailing Address 421 Fayetteville ST STE 600 Raleigh, North Carolina 27601-1777 United States Business Information Doing Business as (blank) Division Name (blank) Division Number (blank) Congressional District North Carolina 02 State / Country of Incorporation North Carolina / United States URL https://www.kimley-horn.com Registration Dates Activation Date Feb 12, 2024 Submission Date Feb 8, 2024 Initial Registration Date May 29, 2001 Entity Dates Entity Start Date Feb 10, 1967 Fiscal Year End Close Date Dec 31 Immediate Owner CAGE 7F8U4 Legal Business Name APHC, INC Highest Level Owner CAGE (blank) Legal Business Name (blank) Executive Compensation In your business or organization's preceding completed fiscal year, did your business or organization (the legal entity to which this specific SAM record, represented by a Unique Entity ID, belongs) receive both of the following: 1. 80 percent or more of your annual gross revenues in U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements and 2. $25,000,000 or more in annual gross revenues from U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements? No Does the public have access to information about the compensation of the senior executives in your business or organization (the legal entity to which this specific SAM record, represented by a Unique Entity ID, belongs) through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986? Not Selected Proceedings Questions Is your business or organization, as represented by the Unique Entity ID on this entity registration, responding to a Federal procurement opportunity that contains the provision at FAR 52.209-7, subject to the clause in FAR 52.209-9 in a current Federal contract, or applying for a Federal grant opportunity which contains the award term and condition described in 2 C.F.R. 200 Appendix XII? No Does your business or organization, as represented by the Unique Entity ID on this specific SAM record, have current active Federal contracts and/or grants with total value (including any exercised/unexercised options) greater than $10,000,000? Not Selected Within the last five years, had the business or organization (represented by the Unique Entity ID on this specific SAM record) and/or any of its principals, in connection with the award to or performance by the business or organization of a Federal contract or grant, been the subject of a Federal or State (1) criminal proceeding resulting in a conviction or other acknowledgment of fault; (2) civil proceeding resulting in a finding of fault with a monetary fine, penalty, reimbursement, restitution, and/or damages greater than $5,000, or other acknowledgment of fault; and/or (3) administrative proceeding resulting in a finding of fault with either a monetary fine or penalty greater than $5,000 or reimbursement, restitution, or damages greater than $100,000, or other acknowledgment of fault? Not Selected KIMLEY-HORN AND ASSOCIATES INC Feb 12, 2024 03:09:36 PM GMThttps://sam.gov/entity/V8PKGG6NLKV6/coreData?status=null Page 1 of 4Page 85 of 448 Exclusion Summary Active Exclusions Records? No SAM Search Authorization I authorize my entity's non-sensitive information to be displayed in SAM public search results: Yes Entity Types Business Types Entity Structure Corporate Entity (Not Tax Exempt) Entity Type Business or Organization Organization Factors (blank) Profit Structure For Profit Organization Socio-Economic Types Check the registrant's Reps & Certs, if present, under FAR 52.212-3 or FAR 52.219-1 to determine if the entity is an SBA-certified HUBZone small business concern. Additional small business information may be found in the SBA's Dynamic Small Business Search if the entity completed the SBA supplemental pages during registration. Financial Information Accepts Credit Card Payments No Debt Subject To Offset No EFT Indicator 0000 CAGE Code 0BPM5 Electronic Funds Transfer Account Type Checking Routing Number *******48 Lock Box Number (blank) Financial Institution WELLS FARGO BANK, NA Account Number *******54 Automated Clearing House Phone (U.S.) 7044446058 Email (blank) Phone (non-U.S.) (blank) Fax (blank) Remittance Address KIMLEY-HORN AND ASSOCIATES, INC. P.O. Box 932514 Atlanta, Georgia 31193 United States Taxpayer Information EIN *****5615 Type of Tax Applicable Federal Tax Taxpayer Name KIMLEY-HORN AND ASSOCIATES INC Tax Year (Most Recent Tax Year) 2019 Name/Title of Individual Executing Consent Senior Vice President TIN Consent Date Feb 8, 2024 Address 421 Fayetteville ST STE 600 Raleigh, North Carolina 27601 Signature RICHARD N COOK Points of Contact Accounts Receivable POC JON COFFMAN JON.COFFMAN@KIMLEY-HORN.COM 9196772000 Last updated by Margie Lambrakis on Feb 08, 2024 at 03:22 PM KIMLEY-HORN AND ASSOCIATES INC Feb 12, 2024 03:09:36 PM GMThttps://sam.gov/entity/V8PKGG6NLKV6/coreData?status=null Page 2 of 4Page 86 of 448 Electronic Business LINDSEY BALLTZGLIER, CONTROLLER LINDSEY.BALLTZGLIER@KIMLEY-HORN.COM 9196772000 421 Fayetteville ST Suite 600 Raleigh, North Carolina 27601 United States TRAVIS CRISSMAN, GRANT WRITER TRAVIS.CRISSMAN@KIMLEY-HORN.COM 9842753576 421 Fayetteville Street Suite 600 Raleigh, North Carolina 27601 United States Government Business TOM SAURO TOM.SAURO@KIMLEY-HORN.COM 7036741300 11400 Commerce Park Drive Suite 400 Reston, Virginia 20191 United States Service Classifications NAICS Codes Primary Yes NAICS Codes 541330 NAICS Title Engineering Services 236220 Commercial And Institutional Building Construction 541320 Landscape Architectural Services 541380 Testing Laboratories And Services 541420 Industrial Design Services 541611 Administrative Management And General Management Consulting Services 541620 Environmental Consulting Services 541715 Research And Development In The Physical, Engineering, And Life Sciences (Except Nanotechnology And Biotechnology) 541990 All Other Professional, Scientific, And Technical Services 562910 Remediation Services Product and Service Codes PSC PSC Name R425 Support- Professional: Engineering/Technical Size Metrics IGT Size Metrics Annual Revenue (from all IGTs) (blank) Worldwide Annual Receipts (in accordance with 13 CFR 121) $2,448,662,523.00 Number of Employees (in accordance with 13 CFR 121) 7469 Location Annual Receipts (in accordance with 13 CFR 121) (blank) Number of Employees (in accordance with 13 CFR 121) (blank) Industry-Specific Barrels Capacity (blank) Megawatt Hours (blank) Total Assets (blank) Electronic Data Interchange (EDI) Information This entity did not enter the EDI information Last updated by Margie Lambrakis on Feb 08, 2024 at 03:22 PM KIMLEY-HORN AND ASSOCIATES INC Feb 12, 2024 03:09:36 PM GMThttps://sam.gov/entity/V8PKGG6NLKV6/coreData?status=null Page 3 of 4Page 87 of 448 Disaster Response This entity does not appear in the disaster response registry. Last updated by Margie Lambrakis on Feb 08, 2024 at 03:22 PM KIMLEY-HORN AND ASSOCIATES INC Feb 12, 2024 03:09:36 PM GMThttps://sam.gov/entity/V8PKGG6NLKV6/coreData?status=null Page 4 of 4Page 88 of 448 DRUG-FREE WORKPLACE AFFIDAVIT The undersigned vendor in accordance with the requirements set forth within Bid No. XXX-XX Bid Name, dated ______/____/20_____, hereby certifies that does: (Name of Business) 1.Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2.Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3.Give each employee engaged in providing the commodities or contractual services that are proposed a copy of the statement specified in subsection (1). 4.In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contender to, any violation of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5.Impose a sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted. 6.Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. BIDDER'S SIGNATURE DATE Kimley-Horn and Associates, Inc. 8 16 24 August 16, 2024 Page 89 of 448 ANTI-COLLUSION AFFIDAVIT STATE OF COUNTY OF , being first duly sworn deposes and says that: 1.He is the of attached bid; 2.He is fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such bid; 3.Such bid is genuine and is not collusive or sham bid; 4.Neither the said bidder, nor any of its officers, partners, owners agents, representatives, employees or parties in interest, including this affidavit, has in any way collude, conspired, connived or agreed, directly or indirectly, with any other bidder, firm or person to submit collusive or sham bid in connection with the contract for which the attached bid has been submitted or to refrain from bidding in connection with such contract, or has in any manner, directly or indirectly sought by agreement or collusion or communication or conference with any other bidder, firm or person to fix any overhead, profit, or cost element of the bid price of any other bidder to secure through collusion, conspiracy, connivance or unlawful agreement any advantage against , or any person interested in the proposed contract; and 5.The price or prices quoted in the attached bid are fair and proper and are not contained by any collusion, conspiracy, connivance or unlawful agreement on the part of the bidder or any of its agents, representatives, owners, employees, or parties, in interest, including this affiant. (SEAL) ________________________________________ (TITLE) Subscribed and sworn to before me, this the day of , 20 . Notary Public County of , AL My Commission expires Robert Ross Vice President and Authorized Signer Kimley-Horn and Associates, Inc.’s Kimley-Horn and Associates, Inc. 16th August 24 Coweta, GA June 9th, 2025 Georgia Fulton Vice President and Authorized Signer Page 90 of 448 ANTI-LOBBYING AFFIDAVIT STATE OF COUNTY OF , being first duly sworn deposes and says that: 1.He is the of attached bid; 2.He is fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such bid; 3.Such bid is genuine and is not collusive or sham bid; 4.Neither the said bidder, nor any of its officers, partners, owners agents, representatives, employees, sub- contractors or parties in interest, including in this affidavit, will nor has in any way used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal Contract, grant or other award covered by 31 U.S.C. 1352, and 5.I will also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosure will include any disclosures from any of its officers, partners, owners’ agents, representatives, employees, sub-contractors or parties in interest. (SEAL) (TITLE) Subscribed and sworn to before me, this the day of , 20 . Notary Public County of , AL My Commission expires 16th August 24 Coweta, GA June 9th, 2025 Robert Ross Vice President and Authorized Signer Georgia Fulton Kimley-Horn and Associates, Inc.’s Vice President and Authorized Signer Page 91 of 448 IMMIGRATION LAW COMPLIANCE The City of Fairhope, AL is required to comply with the provisions of the new Alabama Immigration Law. Compliance requirements for all cities in the State of Alabama became effective January 1, 2012 and updated in July 2012. The requirements flow down to all contractors, vendors under Bid Contract and grantees doing business with the City of Fairhope and are employing one or more employee(s) in the State of Alabama. If you are awarded a contract with the City of Fairhope, AL, awarded incentives or grants, or if you wish to continue to do business with the City of Fairhope, AL under a current contract and wish to receive funds from the City of Fairhope, AL you must complete and submit the following within 10 business days: If your organization/entity does NOT employ one or more employees in the State of Alabama, please complete Part I of the attached form stating such along with a W-9: 1.Submit an updated W-9 Form (attached) 2.Status of Immigration Law Compliance (PART I only, attached) If your organization/entity DOES employ one or more employee(s) in the State of Alabama, you must submit the following: 1.Submit an updated W-9 Form (attached) 2.Proof of enrollment in E-Verify for Immigration Law Compliance: An acceptable proof of enrollment with E-Verify would be an E-VERIFY MEMORANDUM of UNDERSTANDING (MOU). To enroll in E-Verify, you must go to the following web site to enroll in E-Verify which is a federal program that verifies the employment eligibility of all newly hired employees. http://www.uscis.gov/portallsite/uscis. Go to the E-Verify Home Page to initiate enrollment. Once ALL of the steps to enroll are completed, a signed copy of your MOU that includes your E-Verify assigned Company ID Number will be available for you to export. If you have SUBCONTRACTORS, provide your subcontractors notice of their compliance obligations and OBTAIN from each a notarized Proof of Immigration Law Compliance Form. You may provide copies of this memo to your subcontractors as an explanation of this mandatory requirement. You are not required to submit the subcontractor proof to the City of Fairhope, AL. However, the City reserves the right to request evidence of your subcontractors’ compliance at any time. These requirements are a condition for doing business with the City of Fairhope, AL and for receiving any funds from the City of Fairhope, AL. MAINTAIN COPIES OF ALL DOCUMENTS FOR AUDIT PURPOSES. If you DO NOT employ one or more employee(s) in the State of Alabama, submit an updated W-9 and complete PART I of the attached Proof of Immigration Compliance Form. If you DO employ one or more employee(s) in the State of Alabama, please submit the required proof of enrollment and W-9 Form as identified on the previous page. Please submit the requested documentation to the City of Fairhope, AL's address below: City of Fairhope, AL Erin Wolfe, Purchasing Manager 555 S. Section St Fairhope, AL 36532 Page 92 of 448 PROOF OF ALABAMA IMMIGRATION ACT COMPLIANCE In compliance with recent amendments to the Beason -Hammon Alabama Taxpayer and Citizen Protection Act (Sections 31-13-1 et. seq of the Alabama Code), the City must obtain proof of enrollment with E-Verify for various contracts and agreements as determined by law. If your company has received this memorandum and it employs one or more employees in the State of Alabama, you must present proof of enrollment with E-Verify. Please complete Part I (if you do NOT employ one or more employees in the State of Alabama) or submit proof of enrollment with E-Verify II (if you DO employ one or more employees in the State of Alabama). NOTE: signature page is considered proof of enrollment. N/A Proof of Enrollment: Page 93 of 448 CERTIFICATIONS AND REPRESENTATIONS (CONTRACT FUNDS) 1.BYRD ANTI-LOBBYING AMENDMENT COMPLIANCE AND CERTIFICATION For all orders above the limit prescribed in FAR Section 52.203-12(g), or its successor regulation (currently $150,000), the Offeror must complete and sign the following: The following certification and disclosure regarding payments to influence certain federal transactions are made per the provisions contained in FAR 52.203-11 and 52.203-12 and 31 U.S.C. 1352, the “Byrd Anti- Lobbying Amendment.” (a) FAR 52.203-12, “Limitation on Payments to Influence Certain Federal Transactions” is hereby incorporated by reference into this certification (b) The offeror, by signing its offer, hereby certifies to the best of his or her knowledge and belief that: (1) No Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress on his or her behalf in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan, or cooperative agreement; (2)If any funds other than Federal appropriated funds (including profit or fee received under a covered Federal transaction) have been paid, or will be paid, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress on his or her behalf in connection with this solicitation, the offeror shall complete and submit, with its offer, OMB standard form LLL, Disclosure of Lobbying Activities, to the Contracting Officer; and (3) He or she will include the language of this certification in all subcontract awards at any tier and require that all recipients of subcontract awards in excess of $150,000 shall certify and disclose accordingly. (c) This certification is a material representation of fact upon which reliance is placed when this transaction was made or entered into. Submission of this certification and disclosure is a prerequisite for making or entering into this contract imposed by section 1352, title 31, United States Code. Any person making an expenditure prohibited under this provision or who fails to file or amend the disclosure form to be filed or amended by this provision, shall be subject to a civil penalty of not less than $10,000, and not more than $100,000, for each such failure. SIGNATURE: ______________________________________________________________________ COMPANY NAME: _________________________________________________________________ DATE: ______________________ Kimley-Horn and Associates, Inc. August 16th, 2024 Page 94 of 448 2.CERTIFICATION REGARDING DEBARMENT, SUSPENSION, PROPOSED DEBARMENT, AND OTHER RESPONSIBILITY MATTERS (FIRST TIER SUBCONTRACTOR) For all orders above the limit specified in FAR Section 52.209-6(e) (currently $30,000) and in accordance with the requirements of FAR 52.209-6, the Offeror must complete and sign the following: The Offeror certifies, to the best of its knowledge and belief, that-- The Offeror and/or any of its Principals-- Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency; Have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; and Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in subdivision (a)(1)(i)(B) of this provision. The Offeror has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any Federal agency. "Principals," for the purposes of this certification, means officers; directors; owners; partners; and, persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and similar positions). THIS CERTIFICATION CONCERNS A MATTER WITHIN THE JURISDICTION OF AN AGENCY OF THE UNITED STATES AND THE MAKING OF A FALSE, FICTITIOUS, OR FRAUDULENT CERTIFICATION MAY RENDER THE MAKER SUBJECT TO PROSECUTION UNDER SECTION 1001, TITLE 18, UNITED STATES CODE. The Offeror shall provide immediate written notice to the Unive rsity if, at any time prior to subcontract award, the Offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Offeror's responsibility. Failure of the Offeror to furnish a certification or provide such additional information as requested by the University may render the Offeror nonresponsible. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an Offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. Page 95 of 448 RFP No . PS24-028 Laura Beth Yates, PE, PTOE, RSP2I 205 558 5847 laurabeth.yates@kimley-horn.com Page 96 of 448 Page 97 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-650 FROM: Daryl Morefield, Water Superintendent SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, has requested to procure a qualified contractor to provide all materials, equipment, labor and incidentals for improvements of the Wastewater Treatment Plant Headworks. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: To approve the award of Bid No. 24-031 Fairhope WWTP Headworks Improvements for a not-to-exceed amount of $4,813,507.50. BACKGROUND INFORMATION: A service bid was issued on August 9, 2024, posted to the City of Fairhope's website, and published in Gulf Coast Media. Two (2) responsive bids and one (1) non-responsive bid were received at the bid opening on September 11, 2024 at 10:00 a.m. The Superintendent of Water/Wastewater recommends the award be made to Taylor Corporation. Their low bid price for the Base Bid plus Bid Alternates No. 4-7 was as follows: Base Bid: $4,711,507.50 Bid Alternate No. 4 (Furnish and Install influent Flow Meter as shown in drawings): $57,000.00 Bid Alternate No. 5 (Mechanical Screens 5 Year Warranty): $11,000.00 Bid Alternate No. 6 (Mechanical Screens Spare Motors): $6,000.00 Bid Alternate No. 7 (Vortex Grit Removal System 5 Year Warranty): $28,000.00 Their low bid response price for the Base Bid plus the Bid Alternates No. 4-7 was Four Million Eight Hundred Thirteen Thousand Five Hundred Seven Dollars and Fifty Cents ($4,813,507.50). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004020- 59502 WWTP-Utility Sys Imprv $5,000,000.00 $4,813,507.50 $186,492.50 Page 98 of 448 The WWTP Headworks project is included in FY25 Draft budget in the amount of $5,000,000.00. 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 99 of 448 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 for Bid No. 24-031 Fairhope Wastewater Treatment Plant Headworks Improvements at 555 South Section Street, City of Fairhope offices, Fairhope, Alabama. [2] At the appointed time and place, bids were received and tabulated as follows: CONTRACATOR BASE BID ALT. NO. 4-7 Taylor Corporation $4,711,507.50 $102,000.00 Robert J. Baggett, Inc. $4,725,122.85 $180,437.00 J&P Construction $4,884,600.00 $73,000.00 [3] After evaluating the bids with required specifications, Taylor Corporation is now awarded Bid No. 24-031 Fairhope Wastewater Treatment Plant Headworks Improvements with a bid proposal not-to-exceed $4,813,507.50. DULY ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 _____________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 100 of 448 September 12, 2024 Mr. Daryl Morefield City of Fairhope 555 South Section Street Fairhope, AL 36532 Re: Fairhope Wastewater Treatment Plant Headworks Improvements – Bid No. 24-031 Contract No. Krebs - 23045 Dear Daryl: Three (3) bids were received for the above-referenced project at 10:00 A.M., CDT, on September 11, 2024. However, only two bidders Taylor Corporation and J&P Construction bids were complete and submitted per the contract requirements of Bid No. 24-031. Robert J. Bagget, Inc. noted on their bid form that they did not include pricing for a required scope item, and therefore their bid was deemed incomplete. Robert J. Bagget, Inc.’s bid number is listed below for reference along with the completed bids from Taylor Corporation and J&P Construction. Note, that Alternate Bid Items No. 1 – No. 3 were not considered for the total bid amount. Alternate bid items No. 4 - No.7 are listed below and included in the total bid amount. The order of the bids received, beginning with the low bidder, was as follows: CONTRACTOR BASE BID ALT. NO. 4 - 7 Taylor Corporation $4,711,507.50 $102,000.00 Robert J. Baggett, Inc. $4,725,122.85 $180,437.00 J&P Construction $4,884,600.00 $73,000.00 Krebs has reviewed the bids and determined Taylor Corporation meets the requirements of the low, responsible, responsive bidder as outlined in the Contract Documents. Attached is a copy of the bid tabulation for your records. Krebs recommends awarding the Fairhope Wastewater Treatment Plant Headworks Improvements contract to Taylor Corporation, Inc. for the low tendered bid amount of $4,813,507.50. Please contact us if there are any questions or comments. Sincerely yours, Krebs Engineering, Inc. By____________________________ D. Robert Vaughan, P.E. Associate cc: Krebs File No. Krebs - 23045 Page 101 of 448 KREBS ENGINEERING, INC 1040 STANTON ROAD DAPHNE, AL 35626 251-309-9085 BID NO.: 24-031 KREBS JOB NO.: 23045 DATE: September 11, 2024 @ 10:00 AM, Local Time OWNER: City of Fairhope, Alabama DESCRIPTION: Bid No. 24-031 Fairhope Wastewater Treatment Plant Headworks Improvements BASE BID Item No. Approximate Quantities Description of Item Unit Price Unit Price Unit Price 1 Complete Fairhope WWTP Improvements: Furnish and install all labor, materials, equipment, and appurtenances for the construction of the WWTP improvements, site grading, selective demolition, yard piping, headworks structure, final clarifiers modifications, scum pump station, and all miscellaneous yard piping, and other associated improvements. LS LS LS 2 Complete Mechanical Screens (Equipment Only): Contractors' costs for installation and markup shall be included in Bid Item No. 1. The system includes two (2) mechanical screens, one screenings washer/compactor for two (2) screens, one (1) system control panel, and appurtenances as specified and shown in the bid documents. LS LS LS 3 Complete Vortex Grit Removal System (Equipment Only): Contractors' costs for installation and markup shall be included in Bid Item No. 1. The system Includes, drive head, self-priming grit pump, grit classifier, control panel, and appurtenances as specified and shown in the bid documents. LS LS LS 4 Complete Electrical Furnish and install all labor, materials, equipment, and appurtenances for the electrical improvements associated with the construction of the WWTP improvements.LS LS LS 5 Complete Orbal and VLR Splitter Box: Furnish and Install Orbal and VLR Splitter as shown on drawing C3-08.LS LS LS 6 Complete SCADA Integration Allowance: Furnish and install all labor, materials, equipment, and appurtenances for the SCADA System work as identified in the Appendices. SCADA PLC Programming, Equipment, and Field Instruments by Advanced Control Systems (ACS). LS LS LS 7 200 Undercut (Below Subgrade) Unsuitable Soils, Haul, and Dispose Off-Site, as directed by the Engineer $10\CY $33\CY $20\CY 8 200 Backfill Undercut Areas w/ Crushed Stone (Including Hauling and Compaction), as directed by the Engineer.$50\CY $33\CY $150\CY 9 200 Backfill Undercut Areas with suitable Soil from On-Site (Including Hauling and Compaction), as directed by the Engineer.$20\CY $22\CY $25\CY 10 Complete 5% Contingency - (Item No. 1 - Item No. 9) x 0.05 TOTAL AMOUNT OF BASE BID Page 1 of 2 $4,711,507.50 J & P Construction 2550 39th Street Tuscaloosa, AL 35405 Total Price for Item $2,985,000.00 Taylor Corporation 2255 US Highway 78 E Oxford, AL 36207 Total Price for ItemTotal Price for Item $3,242,000.00 $465,000.00 $462,000.00 $10,000.00 $4,000.00 $224,357.50 $456,000.00 $313,000.00 $60,000.00 $80,000.00 $4,000.00 $30,000.00 $5,000.00 $456,150.00 $390,000.00 $75,000.00 $100,000.00 $2,000.00 $232,600.00 $4,725,122.85 $4,884,600.00 Robert J. Bagget, Inc. 759 Holcombe Avenue Mobile, AL 36606 $3,069,267.00 $462,135.00 $456,150.00 $313,095.00 $101,000.00 $80,870.00 $6,600.00 $6,600.00 $4,400.00 $225,005.85 Page 102 of 448 ALTERNATE BID ITEMS Item No. Unit Price Unit Price A1 LS LS LS A2 LS LS LS A3 LS LS LS A4 LS LS LS A5 LS LS LS A6 LS LS LS A7 LS LS LS TOTAL AMOUNT OF ALTERNATES NO. A4 - A7 TOTAL AMOUNT OF BID INCLUDING ALTERNATES NO. A4 - A7. ALTERNATE ITEMS A1 - A3 ARE NOT INCLUDED. D. Robert Vaughan, P.E. Page 2 of 2 for Fairhope Wastewater Treatment Plant Imporovements, Bid No. 24-031. "I hereby certify that this is a true tabulation of bids received by the City of Fairhope, Alabama on September 11, 2024 @10:00 AM, Local time Taylor Corporation Total Price for Item Delete the Splitter Box shown in drawing C3-08 from the Base Bid and Furnish and Install the Splitter Box shown in drawing C3-08A. Furnish and Install stainless steel stop gates in place of the self-contained channel-mounted slide gates shown in drawings C3-06 and C3-06A. Pricing for Furnishing and Installing the wall-mounted self- contained slide gates and channel-mounted self-contained slide gates shall be in Base Bid Item 1. Furnish and Install influent flow meter as shown in drawings C3-03, C3-03A, and DT-03. Mechanical Screens Five-Year Warranty: Add for five (5) year warranty in place of manufacturer’s standard warranty. $102,000.00 $73,000.00 Total Price for Item J & P Construction 2255 US Highway 78 E 2550 39th Street Oxford, AL 36207 Tuscaloosa, AL 35405 $28,000.00Vortex Grit Removal System Five-Year Warranty by Ovivo: Add for five (5) year warranty in place of manufacturer’s standard warranty. $300,000.00 $286,000.00 Alternate Description Mechanical Screen (Equipment Only): Contractors' costs for installation and markup shall be included in Bid Item No. 1. The system includes one (1) mechanical screen, one screenings washer/compactor for one (1) screen, one (1) system control panel, and appurtenances as specified and shown in drawing C3-06A. Should the Owner choose this Alternate, Base Bid Item No. 2 shall be deducted from the Base Bid amount. Robert J. Bagget, Inc. 759 Holcombe Avenue Mobile, AL 36606 $314,743.00 Mechanical Screens Spare Motors: One (1) spare motor for screen drive, one (1) spare motor for brush, and one (1) spare motor for washer/compactor. $50,000.00 ($37,000.00) $57,000.00 $11,000.00 $6,000.00 ($10,000.00) ($15,000.00) $15,000.00 $20,000.00 $8,000.00 $30,000.00 $4,813,507.50 $4,957,600.00 $27,500.00 $180,437.00 $4,905,559.85 $73,304.00 $115,390.00 $135,727.00 $11,380.00 $5,830.00 Page 103 of 448 Page 104 of 448 Page 105 of 448 Page 106 of 448 Page 107 of 448 Page 108 of 448 Page 109 of 448 Page 110 of 448 Page 111 of 448 Page 112 of 448 Page 113 of 448 Page 114 of 448 Page 115 of 448 Page 116 of 448 Page 117 of 448 Page 118 of 448 Page 119 of 448 Page 120 of 448 Page 121 of 448 Page 122 of 448 Page 123 of 448 Page 124 of 448 Page 125 of 448 Page 126 of 448 Page 127 of 448 Page 128 of 448 Page 129 of 448 Page 130 of 448 Page 131 of 448 Page 132 of 448 Page 133 of 448 Page 134 of 448 Page 135 of 448 Page 136 of 448 Page 137 of 448 Page 138 of 448 Page 139 of 448 Page 140 of 448 Page 141 of 448 Page 142 of 448 Page 143 of 448 Page 144 of 448 Page 145 of 448 Page 146 of 448 Page 147 of 448 PRF - WWTP Headworks Improvements Final Audit Report 2024-04-01 Created:2024-04-01 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAADUAuwQqius3MLUPJxwnfbPCAg7m2Wd2p "PRF - WWTP Headworks Improvements" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-04-01 - 8:31:17 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2024-04-01 - 8:31:20 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2024-04-01 - 9:02:04 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2024-04-01 - 9:02:25 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2024-04-01 - 9:02:27 PM GMT Email viewed by Kimberly Creech (kimberly.creech@fairhopeal.gov) 2024-04-01 - 10:45:08 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2024-04-01 - 11:02:02 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-04-01 - 11:02:04 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-04-01 - 11:27:49 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-04-01 - 11:28:09 PM GMT - Time Source: server Agreement completed. 2024-04-01 - 11:28:09 PM GMT Page 148 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-647 FROM: Kim Creech, CITY TREASURER SUBJECT: FY2025 Budget AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: Adopt resolution for the proposed FY2025 Budget BACKGROUND INFORMATION: The Mayor and staff reviewed the proposed FY2025 Budget with the City of Fairhope Council during several meetings and work sessions. Completed FY2025 Budget books were available for review by Council on September 6, 2024. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) Total cost of the FY2025 budget $188,756,898.00 GRANT: N/A LEGAL IMPACT: N/A 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 149 of 448 RESOLUTION NO. _________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the proposed Budget presented and reviewed the 23rd day of September 2024, hereby approved, and adopted for the FY 2024-2025; and that the following estimates of revenues and expenses, as related thereto, are hereby adopted; and those revenues and expenses are appropriated as follows: GENERAL FUND: Total Revenue and Transfers In $52,421,361 Total Expenditures and Transfers Out $52,421,361 SANITATION FUND: Total Revenue & Transfer In $4,430,596 Total Expenditures & Transfers Out $4,430,596 GAS FUND: Total Revenue & Transfer In $15,799,927 Total Expenditures & Transfers Out $15,799,927 ELECTRIC FUND: Total Revenue & Transfer In $30,619,070 Total Expenditures & Transfers Out $30,619,070 WATER/WASTEWATER FUND: Total Revenue & Transfer In $63,233,776 Expenditures & Transfers Out Water Department $30,971,269 Waste Water Department $34,187,507 Total Expenditures & Transfer Out $65,158,776 CAPITAL PROJECT FUND: Total Revenue & Transfer In $19,247,418 Total Expenditures & Transfers Out $19,247,418 IMPACT FEES FUND: Total Revenue & Transfer In $2,471,750 Total Expenditures & Transfers Out $2,471,750 GAS TAX FUND: Total Revenue & Transfer In $116,500 Total Expenditures & Transfers Out $116,500 REBUILD ALABAMA FUND: Total Revenue & Transfer In $186,500 Total Expenditures & Transfers Out $186,500 Page 150 of 448 Resolution No. _____ Page -2- BE IT FURTHER RESOLVED, that the Annual Salaries of City Personnel shall be as shown on a list entitled Annual Salaries of All City Personnel; and said list filed in the Office of the City Treasurer and of Human Resources; and BE IT FURTHER RESOLVED, that the City Council hereby authorizes the portion of the Sales and Use Tax revenue for FY 2024-2025 that is restricted in the General Fund Debt Pre-Payment Account can be used for General Fund operations up to $3,200,000.00 reduction; and BE IT FURTHER RESOLVED, that the City Council hereby authorizes the portion of the Sales and Use Tax revenue FY 2024-2025 that is restricted in the Capital Project Fund (Infrastructure Improvement Special Fund) can be used for General Fund operations up to the $3,200,000.00; and BE IT FURTHER RESOLVED, that the City Council hereby authorizes the City Treasurer to perform Administrative Budget Transfers, as needed throughout the Fiscal Year. Directors are expected to operate with the funding appropriate for their department. Should a funding increase be required, a written request is to be submitted to the Treasurer and Mayor with a limit not to exceed $20,000.00. All Administrative Budget Transfers are documented and tracked in the City’s financial management system; and BE IT FURTHER RESOLVED, that the City Council hereby approves 2% set aside for Cost-of- Living Allowance (“COLA”) will become effective the first pay period after the passage of the budget in FYE 2024; and BE IT FURTHER RESOLVED, that the City Council hereby approves merit raises for the City of Fairhope employees as defined in the proposed budget that may become effective December 2024. DULY ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 _____________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk MUNICIPAL CAPITAL IMPROVEMENT FUND: Total Revenue & Transfer In $230,000 Total Expenditures & Transfers Out $0 TOTAL FY E 2025 BUDGET $188,756,898 Page 151 of 448 CITY OF FAIRHOPE BUDGET FY2025 YEAR TO YEAR BUDGET COMPARISON BY FUND FY 2024 FY 2025 % CHANGE General Fund 49,579,239 52,421,361 5.7% Sanitation Fund 3,923,975 4,430,596 12.9% Gas Fund 12,718,816 15,799,927 24.2% Electric Fund 29,441,368 30,619,070 4.0% Water/Sewer Fund 46,915,082 63,233,776 34.8% Capital Project Fund 15,451,822 19,247,418 24.6% Impact Fees 1,719,111 2,471,750 43.8% Gas Tax Fund 104,000 116,500 12.0% Rebuild Alabama Fund 160,000 186,500 16.6% Municipal Capital Improvement Fund 212,000 230,000 8.5% Totals 160,225,413 188,756,898 17.8% Page 152 of 448 General Fund 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUES 40030 Real Estate Taxes 6,460,395 7,494,699 8,945,217 8,799,000 9,949,244 13.1% 40040 Automobile Taxes 981,033 1,149,511 934,887 1,058,000 1,229,977 16.3% Total Property Taxes 7,441,428 8,644,210 9,880,104 9,857,000 11,179,221 13.4% 40160 City Sales Tax 9,688,429 10,116,381 8,615,425 10,367,924 10,743,364 3.6% 40162 SSUT INCOME 1,385,538 1,628,226 1,537,631 1,524,300 1,791,049 17.5% 40163 City Sales Tax-PJ 1,012,957 1,079,973 1,042,843 1,083,864 1,144,772 5.6% 40164 Seller Use Tax 1,250,477 1,508,574 1,329,009 1,338,010 1,599,089 19.5% 40165 Seller Use Tax-PJ 209,447 267,609 205,569 224,108 283,665 26.6% 40166 Consumer Use Tax 126,341 195,947 118,682 135,185 207,704 53.6% 40167 Consumer Use Tax-PJ 17,964 18,913 16,903 19,221 20,048 4.3% 40170 Beer Tax 307,348 305,666 253,182 325,789 304,369 -6.6% 40175 Beer Tax-Police Jurisdiction 36,683 34,170 28,281 38,884 34,762 -10.6% 40180 Wine Tax 60,165 57,081 46,729 63,775 57,939 -9.2% 40185 Wine Tax-Police Jurisdiction 527 455 359 559 474 -15.2% 40190 Liquor Tax 187,323 187,566 193,599 198,562 192,944 -2.8% 40195 Liquor Tax-Police Jurisdiction 37,464 47,822 36,841 39,712 42,813 7.8% 40210 Dog Tax 21 40 53 23 45 95.7% 40220 Cigarette Tax 59,663 48,067 34,436 60,000 48,067 -19.9% 40225 Cigarette Tax-Police Jurisdict 46,094 50,483 44,597 47,000 50,483 7.4% 40230 Lodging Tax 636,333 676,574 563,398 674,512 690,105 2.3% 40235 Lodging Tax-Police Jurisdictio 1,032,508 1,108,022 936,582 1,094,459 1,130,183 3.3% Total Local Taxes 16,095,280 17,331,571 15,004,120 17,235,887 18,341,875 6.4% 40310 Business Lic-Inside City 2,523,059 2,825,156 3,042,545 2,800,000 3,081,167 10.0% 40315 Business Lic-Police Jurisdicti 143,044 153,879 171,671 154,000 172,646 12.1% 40325 Registration Fees-Solicit - 700 400 600 700 16.7% 40330 Parade/Misc Permit Fees 30,260 12,962 9,407 20,000 19,053 -4.7% 40350 Building Permits 1,613,893 1,343,487 784,475 1,000,000 900,000 -10.0% 40360 Inspection Fees 555,515 517,566 249,514 500,000 465,000 -7.0% 40370 Misc Bldg Dept Fees/Fines 135,190 340,144 127,113 225,000 210,000 -6.7% 40375 Planning-Misc Revenue 148 400 350 500 500 0.0% 40376 Subdivision - Outside City 74,800 1,150 - 1,150 - -100.0% 40377 Subdivision - Inside City 157,350 72,550 175,199 135,000 150,000 11.1% 40378 Site Plan Approval - 500 1,000 - 1,000 100.0% 40379 Board of Adjustment 3,200 3,560 4,125 2,200 3,300 50.0% 40380 Rezoning Applications 18,042 7,140 5,282 10,000 7,140 -28.6% 40385 State of AL Commercial Fee 70,049 118,057 34,242 80,000 72,000 -10.0% 40390 Insurance Co. Franchises 358,317 407,116 476,455 306,000 440,000 43.8% 40400 Cable TV Franchise 254,634 270,616 214,824 266,000 250,000 -6.0% 40410 Franchise Fees-City Prop 5,246 2,416 4,286 1,000 4,300 330.0% 40415 Utility Franchise Fees 199,716 217,554 252,677 210,000 253,000 20.5% Total Licenses and Permits 6,142,463 6,294,952 5,553,565 5,711,450 6,029,806 5.6% 40540 Fines Forfeitures & Fees 219,394 251,346 207,146 204,000 240,000 17.6% 40541 Court-Corrections Fund Revenue 35,284 40,665 31,440 33,000 38,000 15.2% Total Court Revenue 254,678 292,011 238,586 237,000 278,000 17.3% 40590 Annual AL Liq Tax Allocation 23,286 18,323 20,427 - 18,300 100.0% 40600 Liquor Tax-Monthly Revenue 81,101 88,479 71,028 78,000 80,000 2.6% 40610 Fin Inst Excise Tax 502,045 486,822 230,676 300,000 235,000 -21.7% 40620 Motor Veh Lic & Reg Fees 6,310 6,523 6,250 5,700 6,718 17.9% 40630 Oil Prod Privilege Tax 5,973 6,087 6,208 4,500 6,270 39.3% Page 153 of 448 General Fund 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change 41695 Severance Tax - Gas & Oil 7,611 15,672 12,153 11,000 11,000 0.0% Total State of Alabama 626,325 621,906 346,742 399,200 357,288 -10.5% 40650 State Grants - 5,200 - - - 0.0% 40780 Grant - Police Dept 300,000 300,000 234,773 300,000 300,000 0.0% 40815 Mosquito Control Revenue 24,960 24,960 29,812 24,960 24,960 0.0% 40835 Federal Grants 49,146 58,489 2,077 - 360,000 100.0% 40840 Fema-Grant Revenues 1,349,634 - - - - 0.0% 41336 Community/Specl Projct Grants 62,500 30,000 124,912 270,000 - -100.0% 45520 Airport Grant Revenue 226,359 304,387 1,663,933 100,000 100,000 0.0% Total Grants 2,012,600 723,036 2,055,508 694,960 784,960 13.0% 40950 Interest-Bank Deposits 205,916 1,138,049 1,391,902 700,000 700,000 0.0% 40960 Interest-Other - - 924 - - 0.0% 40970 Lease-Municipal Pier 2,083 2,500 5,000 2,000 5,000 150.0% 40980 Rent - Farm 9,975 9,975 9,975 9,975 9,975 0.0% 41020 Rent - Faulkner 1 1 1 1 1 0.0% 41040 Rent - USA 25,000 25,000 25,000 25,000 25,000 0.0% 41060 Rent - Civic Center 40,290 49,008 61,024 45,000 54,000 20.0% 41080 Rent - Park/Sidewalk Areas 19,825 17,469 17,525 12,000 - -100.0% 41070 Rent - Nix Center 32,752 37,461 32,679 30,000 35,000 16.7% Total Interest and Rents 335,842 1,279,462 1,544,030 823,976 828,976 0.6% 41250 Utility Collections Fees 1,202,153 1,331,495 1,117,757 1,355,851 1,431,584 5.6% 41260 Admin Services - Utilities 2,511,000 2,733,078 2,430,874 2,917,049 3,400,010 16.6% Total Charge for Services 3,713,153 4,064,573 3,548,632 4,272,900 4,831,594 13.1% 41310 Memberships 22,300 26,745 26,775 20,000 26,000 30.0% 41315 Donations 2,195 2,274 1,566 - 2,000 100.0% 41320 Dance Revenue 4,781 4,290 3,378 3,000 3,000 0.0% 41325 Instruction 734 281 - 500 500 0.0% 41335 Misc Rev - Special Services 1,121 1,523 1,309 1,000 1,000 0.0% Total Adult Recreation 31,131 35,113 33,028 24,500 32,500 32.7% 41745 Rec Dept Memb/Pass 377,526 440,752 437,285 400,000 432,000 8.0% 41910 Rec Dept Pool Memberships 29,630 22,165 18,575 30,000 30,000 0.0% 41920 Rec Dept Summer Program - - 4,260 - - 0.0% 41940 Rec Dept Miscellaneous 22,028 843 1,235 - 8,000 100.0% 41945 Recreation Field Rental 63,498 59,942 88,534 56,000 65,000 16.1% 41955 Tennis Memberships 22,554 27,534 23,124 24,000 24,000 0.0% 41960 Miscellaneous Tennis Revenue 17,832 22,999 16,035 17,000 17,000 0.0% 41965 Tennis Shop Sales 9,544 17,940 11,570 8,500 14,000 64.7% Total Rec Dept Revenue 542,612 592,175 600,617 535,500 590,000 10.2% 41022 Pumpout Service 270 370 140 390 300 -23.1% 41025 Fairhope Docks Slip Rentals 154,960 168,046 211,383 188,000 220,000 17.0% 41045 Marina Fuel Income 610,953 565,975 471,778 533,000 621,590 16.6% 41055 Docks - Ship Store Sales 2,852 3,167 3,611 2,200 15,000 581.8% Total Marina Revenue 769,034 737,558 686,913 723,590 856,890 18.4% 44510 Memberships 189,999 203,270 178,751 210,000 203,270 -3.2% 44520 Green Fees 216,133 286,469 279,359 250,000 268,300 7.3% 44530 Cart Rentals 443,268 475,362 434,224 452,000 475,000 5.1% 44540 Pro Shop Sales 121,775 113,794 101,771 155,000 100,000 -35.5% Page 154 of 448 General Fund 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change 44545 Pro Shop Sales - Custom Order 19,979 12,261 26,293 22,500 16,500 -26.7% 44550 Driving Range 71,442 86,311 86,455 71,500 84,000 17.5% 44560 Beverage Sales 90,231 103,813 86,114 95,000 97,000 2.1% 44570 Food Sales 82,387 94,746 88,039 84,000 91,000 8.3% 49020 Handicap Fees 6,065 5,235 5,025 6,000 6,000 0.0% Total Golf Revenue 1,241,278 1,381,262 1,286,031 1,346,000 1,341,070 -0.4% 41230 Dog Pound Fees 1,050 1,280 1,102 1,000 1,000 0.0% 41610 Beach Revenue 9,720 15,220 18,005 10,000 14,600 46.0% 41705 Sale of Fixed Assets 56,559 157,523 80,518 100,000 80,000 -20.0% 41755 Brick memorials 1,365 16,966 8,605 1,300 1,300 0.0% 41800 Donations 2,300 300 - - 700 100.0% 45565 Museum Donations - 100 300 - 100 100.0% 49015 Insurance Dividend 21,833 - - 20,000 20,000 0.0% 49030 Insurance Claim 109,086 224,048 72,209 - - 0.0% 49035 Rebate Income 12,122 23,927 9,262 15,000 10,000 -33.3% 49040 Miscellaneous Income 14,172 33,658 237,821 33,000 31,000 -6.1% 49042 Parking Garage Revenue - 3,667 2,000 - 1,900 100.0% 49080 Community Dev Revenue 36,020 5,890 25,430 - 22,500 100.0% 49090 Inmate Phone Revenue 1,877 5,013 2,548 2,500 3,000 20.0% 49092 McKesson Settlement Fund - 929 21,866 140,000 14,000 -90.0% 49095 DEA Revenue 12,643 6,600 - - - 0.0% 49998 Budget Rollover - - - 5,144,223 3,891,196 -24.4% 49999 Inventory Revenue (0) (0) (72) - - 0.0% Total Other Revenue 278,747 495,120 479,595 5,467,023 4,091,296 -25.2% 49820 Natural gas fund 102,016 185,030 192,990 192,990 303,330 57.2% 49830 Electric fund 537,655 499,803 380,308 507,077 508,150 0.2% 49840 Water & Wastewater fund 551,190 290,324 217,743 290,324 292,155 0.6% 49890 Gas tax fund 72,721 - - - - 0.0% 49895 Transfers from Impact Fee Fund 215,823 155,744 - 1,259,861 1,774,250 40.8% Total Transfers 1,479,406 1,130,901 791,041 2,250,252 2,877,885 27.9% TOTAL REVENUES 40,963,977 43,623,849 42,048,512 49,579,238 52,421,361 5.7% EXPENSES *General Government 2,507,774 2,891,488 3,289,768 2,949,256 3,542,670 20.1% *Elected Officials 285,978 286,528 282,773 292,428 295,869 1.2% *Planning 761,733 910,713 1,016,661 1,296,938 1,482,163 14.3% *Building Dept 1,050,455 1,204,150 1,129,353 1,449,377 1,302,648 -10.1% *Judicial 305,275 286,990 285,020 283,033 310,945 9.9% *Police Dept 7,444,082 7,707,846 7,842,108 8,892,216 8,625,102 8.4% *Correction Dept - - - - 1,016,939 0.0% *Information Technology 841,457 1,040,824 1,114,840 1,595,331 1,542,445 -3.3% *Human Resources 371,640 507,111 435,939 515,415 560,933 8.8% *Revenue 570,229 604,007 685,764 704,988 879,972 24.8% *Meter 647,196 720,867 611,962 757,848 760,049 0.3% *Fire Department 941,970 975,362 857,763 2,954,102 3,318,851 12.3% *Economic & Community Dev 556,601 675,152 532,556 731,418 957,189 30.9% *Recreation Dept 2,718,440 2,784,638 3,496,723 6,598,064 6,233,447 -5.5% *Civic Center 228,136 690,348 559,106 520,954 548,316 5.3% *Museum/Welcome Center 225,687 196,298 182,044 208,745 537,554 157.5% *Adult Recreation/Special Service 512,184 659,780 444,013 640,390 645,378 0.8% *Marina/Harbor 1,181,290 884,761 612,581 840,426 1,192,433 41.9% Page 155 of 448 General Fund 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change *Streets Department 5,159,943 5,774,918 4,298,483 5,146,825 5,609,617 9.0% *Landscape Department - - 1,636,613 1,335,798 2,178,970 63.1% *Parks Department - - - - 361,224 100.0% [*,/4999Fleet Maintenance 714,652 863,585 838,540 1,367,549 1,275,967 -6.7% *Golf Clubhouse/Grounds 1,689,171 1,914,153 2,887,326 2,820,782 2,530,919 -10.3% *Non-Departmental Facilities 387,903 396,049 982,039 837,695 749,771 -10.5% *Staff Agencies & Appropriation 1,430,540 1,451,740 1,385,367 1,504,490 1,499,490 -0.3% *Debt Service (196,404) 470,142 300,000 300,000 - -100.0% *Other Expeditures/Transfers 2,885,935 3,754,970 6,340,491 5,035,170 4,462,500 -11.4% *Gen Emergency Disasters 6,553 - - - - 0.0% Total Expenses 33,228,420 37,652,421 42,047,834 49,579,238 52,421,361 5.7% Excess Rev Over Expenses 7,735,557 5,971,428 677 - - Page 156 of 448 Sanitation Fund 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUES 41220 Sanitation Collection 2,765,633 2,855,129 2,673,063 2,900,000 3,402,396 17.3% 41660 Sale - Trash Cans 195 195 260 100 100 0.0% 41665 Sale - Rcycl Plastic & Misc 965 387 - 100 100 0.0% 41705 Sale of Fixed Assets 15,755 121,205 49,000 20,000 20,000 0.0% 49010 Interest Earned 555 12,726 9,881 8,000 8,000 0.0% 49810 Transfers from Gen Fund 683,113 738,120 746,831 995,775 1,000,000 0.4% TOTAL REVENUES 3,466,216 3,727,762 3,479,035 3,923,975 4,430,596 12.9% EXPENSES 50025 Collection Costs/Revenue Dept 93,637 114,644 104,969 104,969 143,243 36.5% 50040 Salaries 983,945 1,051,541 1,115,896 1,172,227 1,337,103 14.1% 50045 Overtime 101,674 106,333 86,705 99,996 99,996 0.0% 50190 Employee Payroll Taxes 79,357 85,881 93,340 95,000 96,486 1.6% 50200 Employee Retirement Exp 39,870 218,036 101,302 106,770 110,261 3.3% 50201 Other Employee Insurance - - - - 11,304 100.0% 50210 Employee Medical Insurance 254,489 238,203 209,856 228,260 216,948 -5.0% 50215 Required Contrib-OPEB 210,170 (197,503) 16,183 19,240 19,240 0.0% 50221 Workers Comp Insurance 58,722 61,942 69,723 63,191 71,549 13.2% 50222 Casualty/Property Insurance 78,067 71,970 88,661 75,000 88,000 17.3% 50230 Training/School/Travel 1,814 5,033 2,075 17,600 17,450 -0.9% 50290 Professional Services - 187 - 20,000 10,000 -50.0% 50300 Computer Expense 958 2,851 3,620 11,294 4,420 -60.9% 50320 Office Supplies - - 751 1,500 1,500 0.0% 50325 Printers/Copiers/OE and supp 379 310 445 360 896 148.9% 50330 Postage - - 20 8,000 4,000 -50.0% 50340 Operating Supplies 18,736 18,399 15,607 19,013 25,013 31.6% 50360 General Maintenance 14,826 11,465 8,776 50,297 38,000 -24.4% 50380 Communications 5,475 5,383 4,481 5,490 6,140 11.8% 50390 Dues-Memberships-Subscrip - 640 737 1,000 1,000 0.0% 50395 Employment Screening 1,313 1,222 2,702 1,500 2,200 46.7% 50420 Bad Debts 6,699 9,136 7,383 - 10,000 100.0% 50430 Gasoline & Oil 220,535 225,733 184,617 220,000 220,000 0.0% 50435 Small Equipment - - - 2,500 50,000 1900.0% 50440 Equip & Vehicle Repair 302,193 338,698 216,953 236,050 300,000 27.1% 50460 Uniforms 7,625 9,378 4,598 6,020 6,820 13.3% 50462 Safety Wear and PPE - - - - 3,080 100.0% 50470 Purchases Vehicles & Equipment - - 213,879 269,933 111,000 -58.9% 50475 Capital Improvements - - 29,850 30,000 130,000 333.3% 50500 Depreciation 321,150 345,589 316,790 - 300,000 100.0% 50510 Interest Expense - 26,321 - - 6,929 100.0% 50523 Equipment Rental Lease - - - 15,000 10,000 -33.3% 50580 Bank Fees - 519 1,209 500 1,200 140.0% 50955 Transfers-Debt Svc Fund 333,170 138,527 - 497,080 490,152 -1.4% 51460 Landfill Charges 365,072 351,479 310,624 383,200 383,200 0.0% 51465 Landfill Maintenance 24,615 12,050 6,171 13,475 10,000 -25.8% 51470 Purchases-Recy Bins/Gbge Cans 78,025 41,246 93,707 144,510 88,466 -38.8% 52510 Utilities for City Use 3,300 3,820 3,599 5,000 5,000 0.0% TOTAL EXPENSES 3,512,176 3,184,388 3,210,261 3,819,006 4,430,596 16.0% Excess Rev Over Expense (45,960) 543,374 268,774 104,969 - Page 157 of 448 GAS DEPARTMENT FUND 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUES 40835 Federal Grants 718 - - - - 0.0% 40840 Fema-Grant Revenues 1,145 - - - - 0.0% 40900 Transfers In Captl Purchases - - - - 250,000 100.0% 41705 Sale of Fixed Assets 22,984 9,748 25,630 - 10,000 100.0% 42010 Sale of Natural Gas 8,080,489 6,979,483 6,419,607 7,404,500 7,535,000 1.8% 42030 Sale of Natural Gas-Joint Line 2,007,333 1,760,121 1,637,918 1,889,000 1,930,000 2.2% 45635 Grant income-ALDOT - - 45,006 - - 0.0% 49010 Interest Earned 106,587 440,126 515,268 300,000 300,000 0.0% 49030 Insurance Claim 68,683 - - - - 0.0% 49035 Rebate Income 6,914 7,748 4,787 6,000 6,000 0.0% 49040 Miscellaneous Revenue - - 26,450 - 5,000 100.0% 49060 Connection Fees 26,804 79,259 89,265 25,000 50,000 100.0% 49065 Aid to Construction - - - 25,000 25,000 0.0% 49080 Community Dev Revenue 832 - - - - 0.0% 49998 Budget Rollover - - - 3,069,316 5,688,927 85.3% 49999 Inventory revenue - 0 (2) - - 0.0% TOTAL REVENUES 10,322,488 9,276,486 8,763,928 12,718,816 15,799,927 24.2% EXPENSES 50020 Purchased Power-Natural Gas 3,761,281 2,586,584 1,591,064 3,017,200 3,089,350 2.4% 50025 Collection Costs/Revenue Dept 266,281 291,935 298,507 298,507 341,626 14.4% 50026 Administrative Costs 837,000 911,026 972,350 972,350 1,133,337 16.6% 50040 Salaries-Oper&Maint 991,824 1,071,766 1,163,741 1,229,770 1,592,707 29.5% 50045 Overtime 97,773 113,611 66,499 114,000 114,000 0.0% 50185 Contra Wages (147,342) (114,452) - - - 0.0% 50190 Employee Payroll Taxes 81,931 87,811 90,763 109,995 116,215 5.7% 50200 Employee Retirement Exp 53,833 184,614 103,529 113,868 133,836 17.5% 50201 Other Employee Insurance - - - - 12,830 100.0% 50210 Employee Medical Insurance 236,389 213,641 209,915 210,000 264,570 26.0% 50215 Required Contrib-OPEB (65,423) (69,628) 46,728 56,074 56,073 0.0% 50221 Workers Comp Insurance 19,600 18,339 19,555 17,975 20,066 11.6% 50222 Casualty/Property Insurance 66,938 77,654 87,278 80,100 88,000 9.9% 50230 Training/School/Travel 36,314 32,957 40,479 50,100 49,000 -2.2% 50250 Trustee Fees 99 99 99 350 - -100.0% 50270 Audit & Accounting 16,383 13,756 11,648 13,000 13,000 0.0% 50280 Legal Fees 5,158 4,629 7,115 6,000 6,500 8.3% 50290 Professional Services 72,006 89,919 62,727 156,000 50,000 -67.9% 50300 Computer Expense 13,797 14,948 25,086 27,870 38,250 37.2% 50320 Office Supplies 1,912 1,177 4,016 4,500 4,500 0.0% 50325 Printers/Copiers/OE and supp 5,399 3,979 2,604 3,030 3,248 7.2% 50330 Postage 54,035 53,270 52,304 50,000 50,000 0.0% 50340 Operating Supplies 152,529 100,044 156,249 188,000 188,000 0.0% 50360 Maintenance-Buildings 23,319 16,932 28,525 1,560 2,069 32.6% 50365 Maintenance-Plant 136,768 164,749 362,645 208,000 208,000 0.0% 50380 Communications 30,828 41,754 33,402 20,400 61,068 199.4% 50390 Dues-Memberships-Subscrip 30,692 40,389 41,041 50,500 58,500 15.8% 50395 Employment Screening 1,472 940 1,467 1,200 4,000 233.3% 50420 Bad Debts 3,205 9,308 3,140 10,000 10,000 0.0% 50430 Gasoline & Oil 59,705 50,617 46,430 60,000 55,000 -8.3% 50435 Small Equipment 49,646 35,279 21,722 39,000 85,500 119.2% 50440 Maintenance-Vehicles&Equip 47,441 38,899 25,097 52,000 52,000 0.0% 50460 Uniforms 1,470 1,894 955 2,000 5,000 150.0% 50462 Safety Wear and PPE 5,132 6,710 22,901 13,880 80,000 476.4% Page 158 of 448 GAS DEPARTMENT FUND 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change 50470 Purchases Vehicles & Equipment - - 86,995 122,000 255,000 109.0% 50473 Warehouse Improvement Purchase 0 - 3,600 - - 0.0% 50474 Warehouse Building Purchases 0 - 601 - - 0.0% 50475 Capital Improvements - - 24,698 22,152 520,000 2247.4% 50490 Community Dev Projects (306) - - - - 0.0% 50500 Depreciation 531,751 563,358 516,411 550,000 550,000 0.0% 50510 Interest Expense 3,024 2,498 1,811 2,145 1,608 -25.0% 50520 Rental-other 2,634 - - 10,000 10,000 0.0% 50523 Equipmetn Rental Lease - - - - 500 100.0% 50540 Electricity 3,910 3,285 1,743 4,000 4,000 0.0% 50560 Credit Card Processing Fees 105,840 136,470 128,146 100,000 140,000 40.0% 50580 Bank Fees 11,402 7,238 7,454 7,500 7,500 0.0% 50902 Transfers Out Captl Purchases Gas 208,497 38,826 - - - 0.0% 50906 TSF In/Out Capital Contrib (31,758) 461 - - - 0.0% 50920 Transfers to General Fund 102,016 185,030 192,990 192,990 303,330 57.2% 50955 Transfers-Debt Svc Fund - - - - 42,184 100.0% 50965 Transfers-Cap Proj Fund 91,131 - - - - 0.0% 51030 Publications Newspapers - - 1,949 100 1,000 900.0% 52010 Dist of Joint Revenue 75,634 73,559 69,667 70,000 75,000 7.1% 52020 Daphne 3% Rev Tax Exp 5,857 5,078 4,459 5,200 5,200 0.0% 52025 Spanish Fort Franchise Tax 22,354 20,847 18,518 20,000 22,000 10.0% 52030 APSC Inspection Fee 7,973 8,078 - 7,300 8,000 9.6% 52510 Utilities for City Use 34,419 40,303 38,775 40,000 40,360 0.9% 59000 Inventory Budget 31 - - - - 0.0% 59500 Capital Sys Improve Budget - 0 2,745,011 4,388,200 5,828,000 32.8% TOTAL EXPENSES 8,121,800 7,180,179 9,442,408 12,718,816 15,799,927 24.2% EXCESS REVENUE OVER EXPENSE 2,200,688 2,096,307 (678,480) - - Page 159 of 448 ELECTRIC DEPARTMENT FUND 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUES 40835 Federal Grants 1,256 - - - - 0.0% 40840 Fema-Grant Revenues 146,753 - - - - 0.0% 40902 Transfers In Captl Purchases Gas 147,381 38,826 - - - 0.0% 40904 Transfers In Captl Purchases W/S 147,381 38,826 - - - 0.0% 41705 Sale of Fixed Assets 302 62,275 11,100 - 10,000 100.0% 42510 Sale of Electric Energy 19,845,437 21,000,866 18,263,533 22,500,000 22,500,000 0.0% 42511 Charge Point Income 926 2,531 5,847 2,200 5,000 127.3% 42520 Revenue Late Charges 108,581 119,413 124,574 110,000 120,000 9.1% 42530 Pole Rental-Telephone Co 33,792 37,552 29,969 29,656 35,000 18.0% 42540 Pole Rental-Cable T.V. 45,078 49,176 49,214 45,078 50,000 10.9% 42550 Pole Rent-Riviera 426 1,438 1,012 1,438 1,500 4.3% 42560 Temp Service Charges 4,650 8,925 29,730 4,500 15,000 233.3% 45620 Rate Stabilization Funds 92,610 1,260,377 - 2,250,000 2,250,000 0.0% 49010 Interest Earned 116,276 274,315 290,726 200,000 200,000 0.0% 49030 Insurance Claim - - 2,104 - - 0.0% 49035 Rebate Income 6,914 7,748 4,787 6,000 6,000 0.0% 49040 Miscellaneous Revenue 76,056 255,880 22,343 80,000 50,000 -37.5% 49055 AMEA Income-Training 26,992 26,859 - 25,000 25,000 0.0% 49060 Connection Fees 42,965 224,758 191,770 50,000 90,000 80.0% 49065 Connection Fees - - - 50,000 50,000 0.0% 49080 Community Dev Revenue 857 - - - - 0.0% 49080 Community Dev Revenue 857 - - - - 0.0% 49998 Budget rollover - - - 4,087,496 5,211,570 27.5% 49999 Inventory revenue - - (0) - - 0.0% TOTAL REVENUES 20,845,489 23,409,764 19,026,709 29,441,368 30,619,070 4.0% EXPENSES 50345 X-Item Supplies - 1,406 - - - 0.0% 50020 Purchased Power-Elect 13,394,653 14,595,455 10,354,710 13,820,000 13,950,000 0.9% 50025 Collection Costs/Revenue Dept 149,640 160,696 120,803 161,071 184,340 14.4% 50026 Administrative Costs 837,000 911,026 729,263 972,350 1,133,337 16.6% 50040 Salaries-Oper&Maint 1,364,474 1,561,611 1,515,598 1,780,126 2,024,515 13.7% 50045 Overtime 150,329 219,778 88,705 160,000 200,000 25.0% 50185 Contra Wages (51,639) (144,186) - - - 0.0% 50190 Employee Payroll Taxes 111,356 133,348 120,867 142,500 139,256 -2.3% 50200 Employee Retirement Exp 84,465 270,691 143,389 156,500 173,685 11.0% 50201 Other Employee Insurance - - - - 15,275 100.0% 50210 Insurance, Employees Group 281,284 277,239 261,684 300,000 288,137 -4.0% 50215 Required Contrib-OPEB (387,436) 145,302 28,215 33,858 33,858 0.0% 50221 Workers Comp Insurance 65,458 60,617 68,958 57,845 70,778 22.4% 50222 Casualty/Property Insurance 154,372 174,293 197,964 170,000 200,000 17.6% 50230 Training/School/Travel 68,342 100,871 87,509 101,100 90,500 -10.5% 50250 Trustee Fees 99 99 99 500 100 -80.0% 50270 Audit & Accounting 16,383 13,756 11,648 13,000 11,000 -15.4% 50280 Legal Fees - - 1,340 - 1,500 100.0% 50290 Professional Services 129,111 70,853 31,507 140,000 350,000 150.0% 50300 Computer Expense 18,756 21,074 51,014 39,850 213,400 435.5% 50320 Office Supplies 1,250 1,136 1,018 1,200 1,200 0.0% 50325 Printers/Copiers/OE and supp 5,120 3,780 2,374 2,940 3,248 10.5% 50330 Postage 54,032 53,390 53,141 50,000 55,000 10.0% 50340 Operating Supplies 121,747 123,734 51,968 100,000 265,000 165.0% 50345 Disaster Supplies - 1,406 - - - 0.0% 50360 Maintenance-Buildings 23,646 37,335 11,218 25,312 25,500 0.7% Page 160 of 448 ELECTRIC DEPARTMENT FUND 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change 50365 Maintenance-Plant 177,479 62,117 405,645 1,012,000 1,265,000 25.0% 50380 Communications 26,163 28,018 29,907 21,024 35,968 71.1% 50390 Dues-Memberships-Subscrip 10,555 11,863 14,385 15,000 15,000 0.0% 50395 Employment Screening 1,956 1,214 3,494 1,500 3,520 134.7% 50410 Cash Over or Short 830 (578) (14) - - 0.0% 50420 Bad Debts 28,605 74,280 28,846 100,000 75,000 -25.0% 50430 Gasoline & Oil 50,923 52,062 45,930 51,000 51,000 0.0% 50435 Small Equipment - 10,216 83,412 108,110 95,000 -12.1% 50440 Maintenance-Vehicles&Equip 119,465 67,454 86,017 108,500 100,000 -7.8% 50460 Uniforms 1,135 1,429 129 1,500 2,500 66.7% 50462 Safety Wear and PPE 27,127 33,924 33,752 73,360 99,000 35.0% 50490 Community Dev Projects (306) - - - - 0.0% 50470 Purchases Vehicles & Equipment - - 290,739 562,000 1,097,350 95.3% 50473 Warehouse Improvement Purchase (0) - 1,059 - - 0.0% 50475 Capital Improvements - 0 131,124 85,700 272,000 217.4% 50350 Mech Shop Non Wo Supplies - - 4 - - 0.0% 50500 Depreciation 994,022 1,148,374 1,052,676 1,000,000 1,100,000 10.0% 50510 Interest Expense 3,024 2,498 1,811 2,145 1,609 -25.0% 50560 Credit Card Processing Fees 103,950 134,033 175,442 100,000 150,000 50.0% 50580 Bank Fees 13,156 8,088 8,824 15,000 10,000 -33.3% 50900 Transfers Out Captl Purchases - - - - 125,000 100.0% 50906 Tsf In/Out Capital Contr 46,393 48,681 14,071 - - 0.0% 50920 Transfers to General Fund 537,655 499,803 380,308 507,077 508,150 0.2% 50955 Transfers-Debt Svc Fund - - - - 42,184 100.0% 51025 Colony Rent 818 790 225 800 800 0.0% 51030 Publications Newspapers - - - 1,000 1,000 0.0% 52510 Utilities for City Use 66,231 46,048 57,160 70,000 70,360 0.5% 59000 Inventory Budget - 2 - - - 0.0% 59100 SCADA Capital Purch Budget - - 33,075 100,000 60,000 -40.0% 59110 AMI Capital - - - 2,250,000 2,250,000 0.0% 59500 Capital Sys Improve Budget - 0 804,575 4,067,500 2,799,000 -31.2% 59998 Reserve Requirements per Ordin - - - 960,000 960,000 0.0% TOTAL EXPENSES 18,801,621 21,025,023 17,615,586 29,441,368 30,619,070 4.0% EXCESS REVENUE OVER EXPENSE 2,043,868 2,384,740 1,411,123 - - Page 161 of 448 WATER DEPARTMENT 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUES 40840 Fema-Grant Revenues 1,266 - - - - 0.0% 40900 Transfers In Captl Purchases - - - 54,800 - -100.0% 41705 Sale of Fixed Assets 2,119 638 8,460 - 4,500 100.0% 42520 Revenue Late Charges 36,156 39,752 41,491 40,000 40,000 0.0% 43010 Water Sales 7,469,514 9,059,793 8,752,401 8,300,000 9,700,000 16.9% 43030 Tel Companies Antenna Rent 208,438 270,722 203,499 250,000 240,000 -4.0% 49010 Interest Earned 102,659 306,471 327,536 100,000 150,000 50.0% 49035 Rebate Income 4,494 5,036 3,111 4,200 4,000 -4.8% 49040 Miscellaneous Revenue 76,499 57,395 32,535 50,000 50,000 0.0% 49045 Loan Proceeds - - - 15,000,000 10,007,769 -33.3% 49060 Connection Fees 773,460 1,157,218 991,914 500,000 750,000 50.0% 49070 Connection Fees-Cty ROA - - (9,137) - - 0.0% 49065 Aid to Contruction - - - 100,000 100,000 0.0% 49080 Community Dev Revenue 832 - - - - 0.0% 49998 Budget Rollover - - - 1,611,058 9,000,000 458.6% 0.0% TOTAL REVENUES 8,675,437 10,897,025 10,351,811 26,010,058 30,046,269 15.5% EXPENSES 50020 Purchased Power-Elect 89,250 125,430 111,766 120,000 130,000 8.3% 50025 Collection Costs/Revenue Dept 431,066 484,913 375,489 500,652 572,976 14.4% 50026 Administrative Costs 544,050 592,167 474,020 632,027 736,669 16.6% 50040 Salaries-Oper&Maint 888,152 1,038,488 1,198,779 1,184,099 1,546,385 30.6% 50045 Overtime 173,425 188,744 86,893 170,000 100,000 -41.2% 50190 Employee Payroll Taxes 81,739 88,760 96,165 115,460 109,381 -5.3% 50200 Employee Retirement Exp 54,269 188,804 102,831 115,321 125,248 8.6% 50201 Other Employee Insurance - - - - 12,262 100.0% 50210 Employee Medical Insurance 196,777 179,749 153,095 200,000 153,373 -23.3% 50215 Required Contrib-OPEB 28,439 (63,836) 12,350 13,418 27,437 104.5% 50221 Workers Comp Insurance 27,818 29,020 32,025 28,294 32,866 16.2% 50222 Casualty/Property Insurance 116,854 133,722 129,818 110,000 135,000 22.7% 50230 Training/School/Travel 14,301 16,539 27,733 39,765 47,000 18.2% 50250 Trustee Fees 3,928 1,375 1,375 1,500 - -100.0% 50270 Audit & Accounting 9,830 17,883 15,143 20,000 15,000 -25.0% 50280 Legal Fees - - 6,201 3,000 3,000 0.0% 50290 Professional Services 25,134 79,874 63,966 339,240 225,000 -33.7% 50300 Computer Expense 9,166 14,237 20,466 20,275 29,950 47.7% 50320 Office Supplies 4,619 2,758 2,267 5,000 5,000 0.0% 50325 Printers/Copiers/OE and supp 3,153 2,269 3,865 11,440 5,820 -49.1% 50330 Postage 35,063 34,449 43,263 35,000 35,000 0.0% 50340 Operating Supplies 58,065 16,053 28,438 15,000 21,995 46.6% 50360 Maintenance-Buildings 48,152 17,609 16,788 52,724 53,480 1.4% 50364 Maintenance-Fountains 3,427 12,540 11,496 12,000 15,000 25.0% 50365 Maintenance-Plant 206,229 155,474 151,659 175,000 200,000 14.3% 50366 Maintenance-Distribution Sys 176,989 345,597 417,489 360,000 630,000 75.0% 50380 Communications 19,573 20,506 29,232 17,416 60,960 250.0% 50390 Dues-Memberships-Subscrip 6,730 12,722 10,598 10,000 10,000 0.0% 50395 Employment Screening 1,086 1,450 2,270 1,500 3,025 101.7% 50400 Miscellaneous - - 324 - - 0.0% 50420 Bad Debts 23,934 36,946 27,219 50,000 50,000 0.0% 50430 Gasoline & Oil 65,948 67,960 52,534 70,000 70,000 0.0% 50435 Small Equipment 39,344 41,396 36,998 70,000 70,000 0.0% 50440 Maintenance-Vehicles&Equip 79,703 35,593 66,939 61,300 51,300 -16.3% 50460 Uniforms 6,233 6,264 5,249 15,000 5,000 -66.7% 50462 Safety Wear and PPE 4,220 8,610 8,094 16,300 10,000 -38.7% Page 162 of 448 WATER DEPARTMENT 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change 50470 Purchases Vehicles & Equipment - 0 39,805 161,000 714,000 343.5% 50473 Warehouse Improvement Purchase 145,019 - 228 - - 0.0% 50475 Capital Improvements - - 273,853 204,800 50,000 -75.6% 50490 Community Dev Projects (199) - - - - 0.0% 50495 Amortization Expense 7,041 7,041 - - - 0.0% 50500 Depreciation 926,554 958,784 889,318 900,000 925,000 2.8% 50510 Interest Expense 42,161 34,838 181,844 29,903 534,930 1688.9% 50520 Rental-other 17,630 3,372 - 30,000 30,000 0.0% 50530 Bond Issue Expense - - 34,063 - - 0.0% 50560 Credit Card Processing Fees 58,047 82,857 99,636 65,000 - -100.0% 50580 Bank Fees 8,770 4,884 4,448 6,000 6,200 3.3% 50900 Transfers Out Captl Purchases - - - - 62,500 100.0% 50904 Transfers Out Captl Purchases W/S 95,798 25,237 - - - 0.0% 50920 Transfers to General Fund 551,190 290,324 217,743 290,324 292,155 0.6% 50955 Transfers-Debt Svc Fund - - - - 588,222 100.0% 51025 Colony Rent 281 280 26 300 - -100.0% 51030 Publications Newspapers - - - 5,000 5,000 0.0% 52510 Utilities for City Use 181,757 217,066 199,513 181,000 175,360 -3.1% 53010 Chemicals & Testing 47,990 50,093 47,449 75,000 80,000 6.7% 59000 Inventory Budget - - 57 - - 0.0% 53011 Chemicals - Water Treament 279,155 377,753 414,866 490,000 600,000 22.4% 59100 SCADA Capital Purch Budget - - - 40,000 50,000 25.0% 59500 System Improve-Distribution Sys (0) - 4,406,674 7,281,000 12,750,000 75.1% 59501 System Impr-Water Plan/Wells (9) - 3,226,945 11,300,000 8,309,775 -26.5% 59998 Reserve Requirements per Ordin - - - 500,000 500,000 0.0% TOTAL EXPENSES 5,837,850 5,986,591 13,859,304 26,150,058 30,971,269 18.4% EXCESS REVENUE OVER EXPENSES 2,837,588 4,910,434 (3,507,494) (140,000) (925,000) Page 163 of 448 WASTEWATER DEPARTMENT 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUE 40835 Federal Grants 601 - - 1,500,000 2,154,696 43.6% 40840 Fema-Grant Revenues 15,581 - - 900,000 - -100.0% 41705 Sale of Fixed Assets 39,824 - - - 13,000 100.0% 43020 Revenue Wastewater Charges 6,665,896 7,615,820 7,452,419 7,300,000 8,200,000 12.3% 49010 Interest Earned 42,461 117,273 225,551 50,000 100,000 100.0% 49030 Insurance Claim 244 - - - - 0.0% 49035 Rebate Income 2,420 2,712 1,675 2,000 2,000 0.0% 49040 Miscellaneous Revenue 3,900 800 12,875 1,000 1,000 0.0% 49045 Loan Proceeds - - - 9,500,000 12,085,751 27.2% 49060 Connection Fees 277,223 408,850 963,042 350,000 450,000 28.6% 49065 Aid to Construction - - - 50,000 50,000 0.0% 49893 Transfer In-American Rescue Fd 113,684 198,125 - 1,000,000 1,131,060 13.1% 49998 Budget Rollover - - - 252,024 9,000,000 3471.1% TOTAL REVENUES 7,161,835 8,343,580 8,655,562 20,905,024 33,187,507 58.8% EXPENSES 50020 Purchased Power-Elect 435,156 477,670 410,422 450,000 450,000 0.0% 50025 Collection Costs/Revenue Dept 261,529 279,307 217,989 290,652 332,639 14.4% 50026 Administrative Costs 292,950 318,859 255,242 340,322 396,837 16.6% 50040 Salaries-Oper&Maint 920,094 993,892 1,172,938 1,148,383 1,519,064 32.3% 50045 Overtime 81,774 97,372 75,480 158,000 100,000 -36.7% 50190 Employee Payroll Taxes 75,006 80,366 91,724 97,500 101,994 4.6% 50200 Employee Retirement Exp 50,539 165,586 97,013 96,457 117,194 21.5% 50201 Other Employee Insurance - - - - 11,297 100.0% 50210 Employee Medical Insurance 204,692 198,599 201,431 198,000 218,979 10.6% 50215 Required Contrib-OPEB 13,172 (19,474) 44,248 52,498 67,116 27.8% 50221 Workers Comp Insurance 24,966 25,516 28,572 25,668 29,321 14.2% 50222 Casualty/Property Insurance 131,005 112,358 163,575 135,000 168,000 24.4% 50230 Training/School/Travel 13,775 25,645 22,641 23,335 33,000 41.4% 50250 Trustee Fees - 2,553 2,553 2,560 - -100.0% 50270 Audit & Accounting 9,830 9,629 8,154 10,000 8,000 -20.0% 50280 Legal Fees 58,507 - 3,924 50,000 - -100.0% 50290 Professional Services 81,622 65,430 63,816 241,800 318,000 31.5% 50300 Computer Expense 7,201 6,747 25,093 28,185 32,850 16.6% 50320 Office Supplies 866 1,180 1,604 2,000 2,500 25.0% 50325 Printers/Copiers/OE and supp 2,758 2,109 1,490 8,254 4,000 -51.5% 50330 Postage 19,042 19,568 18,209 20,000 - -100.0% 50530 Bond Issue Expense - - 34,063 - - 0.0% 50340 Operating Supplies 27,308 21,533 28,954 20,000 26,995 35.0% 50360 Maintenance-Buildings 41,789 33,972 22,631 75,108 50,110 -33.3% 50365 Maintenance-Plant/Lift Station 151,751 218,740 175,518 270,000 320,000 18.5% 50366 Maintenance-Collection 86,564 95,460 168,169 100,000 315,000 215.0% 50367 Maintenance-WWTP 71,268 210,141 149,838 172,000 200,000 16.3% 50380 Communications 25,377 25,733 40,115 79,376 108,712 37.0% 50390 Dues-Memberships-Subscrip 4,549 7,567 4,500 6,800 - -100.0% 50395 Employment Screening 904 1,050 1,075 1,000 3,025 202.5% 50405 Sludge Removal 504,900 538,650 510,300 600,000 600,000 0.0% 50420 Bad Debts 14,668 21,460 14,656 15,000 15,000 0.0% 50430 Gasoline & Oil 64,095 50,681 41,180 70,000 55,000 -21.4% 50435 Small Equipment 27,254 37,170 43,646 45,000 45,000 0.0% 50440 Maintenance-Vehicles&Equip 38,669 41,823 37,053 50,800 61,000 20.1% 50460 Uniforms 5,651 7,324 5,464 15,000 5,000 -66.7% Page 164 of 448 WASTEWATER DEPARTMENT 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change 50462 Safety Wear and PPE 5,219 6,237 10,933 16,900 10,000 -40.8% 50470 Purchases Vehicles & Equipment - - 230,931 652,135 585,000 -10.3% 50473 Warehouse Improvement Purchase 7,315 - - - - 0.0% 50475 Capital Improvements - - 19,275 125,000 310,000 148.0% 50500 Depreciation 1,001,748 1,197,138 1,086,944 1,000,000 1,000,000 0.0% 50510 Interest Expense 78,299 64,699 203,484 55,536 554,154 897.8% 50520 Rental-other 28,059 29,704 - 75,000 50,000 -33.3% 50560 Credit Card Processing Fees 44,014 48,739 67,797 40,000 - -100.0% 50580 Bank Fees 3,947 2,263 2,453 4,000 4,000 0.0% 51025 Colony Rent 209 209 - 210 - -100.0% 51030 Publications Newspapers - - - 3,500 3,500 0.0% 50490 Community Dev Projects (107) - - - - 0.0% 50900 Transfers Out Captl Purchases - - - - 62,500 100.0% 50904 Transfers Out Captl Purchases W/S 51,583 13,589 - - - 0.0% 50955 Transfers-Debt Svc Fund - - - - 1,092,411 100.0% 52510 Utilities for City Use 88,863 96,213 87,417 90,000 90,360 0.4% 53010 Chemicals & Testing 181,052 64,002 42,876 139,865 100,000 -28.5% 53011 Chemicals - Wastewater Treatment 8,928 20,500 15,128 28,000 30,000 7.1% 53012 Chemicals - Odor Control 41,780 73,959 82,955 90,000 100,000 11.1% 59100 SCADA Capital Purch Budget - (0) 48,495 60,000 60,000 0.0% 59500 System Improve-Collection Syst 0 - 2,717,986 8,538,680 11,866,895 39.0% 59501 System Impr-Lift Stations 4,273 - 296,804 2,000,000 7,078,054 253.9% 59502 System Improvement-WWTP - - 443,829 2,572,500 5,100,000 98.3% 59998 Reserve Requirements per Ordin - - - 375,000 375,000 0.0% 56015 Hurricane Sally - 5,761 - - - 0.0% TOTAL EXPENSES 5,294,411 5,797,230 9,540,586 20,765,024 34,187,507 64.6% Excess Rev Over Expense 1,867,424 2,546,349 (885,024) 140,000 (1,000,000) Page 165 of 448 Capital Projects Fund 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUE 40835 Federal Grants - 1,467,744 336,302 7,229,401 11,122,857 53.9% 41336 Community/Specl Projct Grants - 775,000 - 4,000 187,442 4586.1% 41880 NRCS GRANT INCOME 641,589 - - - - 0.0% 45635 Grant income-ALDOT - - 120,000 799,273 - -100.0% 49010 Interest Earned 3,407 75,720 154,147 55,000 75,000 36.4% 49810 Transfers from Gen Fund 1,976,463 2,712,463 3,932,326 3,939,395 3,200,000 -18.8% 49890 Transfers from Gas tax fund 90,000 93,000 - 104,000 116,500 12.0% 49892 Transfers In-Gas Fund 91,131 - - - - 0.0% 49894 Transfers In-Rebuild AL Fund 126,786 130,000 - 160,000 185,000 15.6% 49895 Transfers from Impact Fee Fund 884,878 1,792,087 37,250 459,250 695,000 51.3% 49896 Transfers In-Muni Cap Impr Fun 437,206 - - - - 0.0% 49998 Budget Rollover - - - 2,701,503 3,665,619 35.7% TOTAL REVENUES 4,251,460 7,046,013 4,580,025 15,451,822 19,247,418 24.6% EXPENSES 50580 Bank Fees - 994 2,595 1,000 2,500 150.0% 52115 NRCS-EWP-Quail Creek 411,171 - - - - 0.0% 52125 NRCS-EWP-North Summit Drive 813,520 - - - - 0.0% 55700 Tennis Courts Improvements - - - - 600,746 100.0% 55710 Pine Street Improvement - - 186,042 282,693 - -100.0% 55760 Magnolia Beach Improvement - - - 650,000 725,000 11.5% 55780 Parker Road Sidewalk - - 19,821 40,000 370,013 825.0% 55825 Spec Rec Projects - - - - 287,500 100.0% 55836 Community Park Project - - - - 183,000 100.0% 55840 Paving Projects - - - - 200,000 100.0% 55853 Drainage Improvements 121,882 199,047 390,083 775,000 908,441 17.2% 55856 City wide street resurf/misc 292,957 697,266 1,041,166 1,523,000 923,000 -39.4% 55859 BRATS Hub Transit Shelter - 1,170,825 650,548 675,000 - -100.0% 55868 Tennis Court Lights - - - - 245,000 100.0% 55877 US98 & CR13 Sidewalks 3,025 - - - - 0.0% 55878 MPO Gayfer Greeno Turnlanes - 634,635 - - - 0.0% 55881 Roundabout at 104 and Section - 118,116 10,701 1,653,000 1,895,621 14.7% 55882 Boys and Girls Club playground 87,152 - - - - 0.0% 55883 ADA Platforms and Ramps-Stadiu 1,340 - - - - 0.0% 55884 K-1 Center - 104,786 106,055 2,500,000 5,256,000 110.2% 55886 Pickleball Courts - 132,122 37,250 37,250 - -100.0% 55887 ADA Compliance Project 42,358 28,008 1,006,587 1,412,599 - -100.0% 55888 Safe Room - - 4,998 650,000 2,704,097 316.0% 55889 Clock Corner Improvements - 70,438 284,756 285,211 - -100.0% 55890 North Triangle Grant - 65,400 104,306 856,000 856,000 0.0% 55891 North Triangle Non Grant - 44,397 113,240 1,000,000 2,020,000 102.0% 55892 North Triangle House Improvement - - 23,000 400,000 852,500 113.1% 55915 Church St Drainage Improvement 367,435 (0) - - - 0.0% 55916 Oak St Drainage Improvements 5,835 - - - - 0.0% 55920 TAP-Fairwood & Blue Island - 54,492 15,879 1,083,000 1,083,000 0.0% 55930 Volanta Park Baseball Project 616,799 849,479 - - - 0.0% 55935 Volanta Park Restrooms - 190,169 - - - 0.0% 55940 Founders Competition Track 48,913 1,957,074 1,018,164 1,548,069 135,000 -91.3% 55950 Founders Park Restrooms - 189,672 - - - 0.0% TOTAL EXPENSES 2,812,389 6,506,920 5,015,192 15,371,822 19,247,418 25.2% Excess Rev Over Expenses 1,439,071 539,093 (435,167) 80,000 - Page 166 of 448 Impact Fee Fund 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUES 40030 Cash Acct-Police 142,699 202,077 144,985 133,000 124,000 -6.8% 40040 Cash Acct-Fire 168,181 239,444 171,180 171,000 146,000 -14.6% 40050 Cash Acct-Transportation 210,733 360,364 251,621 266,000 215,000 -19.2% 40060 Cash Acct-Recreation 541,785 616,514 488,125 380,000 415,000 9.2% 40950 Interest Income 7,907 102,151 107,179 50,000 50,000 0.0% 49998 Budget Rollover - - - 719,111 1,521,750 111.6% TOTAL REVENUES 1,071,305 1,520,550 1,163,090 1,719,111 2,471,750 43.8% EXPENSES 0.0% 50580 Bank Fees - 1,122 2,429 - 2,500 100.0% 50960 Transfer to General 5,290 - - - - 0.0% 50961 Transfer to General-Police - 155,744 - 79,418 52,500 -33.9% 50962 Transfer to General-Fire 210,533 - - 1,180,443 1,350,000 14.4% 50964 Transfer to General-Recreation - - - - 371,750 100.0% 50967 Transfers-Cap Proj-Transportat 210,415 400,000 - 266,000 250,000 -6.0% 50968 Transfers-Cap Proj-Recreation 674,463 1,392,087 37,250 193,250 445,000 130.3% 0.0% TOTAL EXPENSES 1,100,701 1,948,953 39,679 1,719,111 2,471,750 43.8% Excess Rev Over Expense (29,396) (428,403) 1,123,411 - - Police FIRE TRANS- PORTATION PARKS / RECREATION TOTAL New Fire Truck 1,350,000 - 1,350,000 Drainage 51,500 51,500 FY2025 Resurfacing 198,500 198,500 1 New Police vehicle with equip 37,000 - 37,000 Drone 7,000 7,000 Speed Scout Trailer 8,500 8,500 New playground equipment at new baseball field Volanta Park 35,000 35,000 New playground equipment at new baseball field Founder Park 45,000 45,000 Open-air pavilion/storm shelter at Fairhope Soccer Complex 46,750 46,750 Shade structures over bleacher seating at Volanta Park 170,000 170,000 Additional playground equipment at Rotary Youth 75,000 75,000 New Tennis and Pickleball Court 200,000 200,000 New Tennis and Pickleball Court lights 245,000 245,000 52,500 1,350,000 250,000 816,750 2,469,250 FY2025 Budget Impact Fees Projects Page 167 of 448 State Gas Tax Fund 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUES 45010 2% Petroleum Inspect Fee 8,797 8,731 7,299 8,320 8,800 5.8% 45020 7 cent Gas Excise Tax 55,070 55,549 45,532 50,960 56,200 10.3% 45030 4 cent Gas Excise Tax 31,929 32,129 26,395 29,120 32,500 11.6% 45040 5% Gas Excise Tax 18,632 18,719 15,336 15,600 19,000 21.8% TOTAL REVENUES 114,427 115,128 94,561 104,000 116,500 12.0% EXPENSES 50920 Transfers to General Fund 72,721 - - - - 0.0% 55020 Trans/cap proj - road const 90,000 93,000 - 104,000 116,500 12.0% TOTAL EXPENSES 162,721 93,000 - 104,000 116,500 12.0% Excess Rev Over Expense (48,294) 22,128 94,561 - - Page 168 of 448 Rebuild Alabama Fund 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUES 45050 Gas Tax Revenue-Rebuild AL 120,970 123,913 111,757 120,000 133,500 11.3% 45055 Diesel Tax Revenue-Rebuild AL 42,681 43,473 38,997 40,000 47,000 17.5% 49010 Interest Earned 630 8,941 11,891 - 6,000 100.0% TOTAL REVENUES 164,281 176,327 162,645 160,000 186,500 16.6% EXPENSES 50580 Fees, Bank, Etc. - 816 1,611 - 1,500 100.0% 55020 Trans/cap proj - road const 126,786 130,000 - 160,000 185,000 15.6% TOTAL EXPENSES 126,786 130,816 1,611 160,000 186,500 16.6% Excess Rev Over Expenses 37,495 45,511 161,034 - - Page 169 of 448 Municipal Capital Improvements Fund 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUES 40640 Alabama Trust Fund Receipts 207,102 208,441 213,748 200,000 210,000 0.0% 40950 Interest-Bank Deposits 1,515 18,797 29,936 12,000 20,000 66.7% 49010 Interest Earned 6 - - - - 0.0% TOTAL REVENUES 208,623 227,237 243,684 212,000 230,000 8.5% EXPENSES 50580 Bank Fees - 817 1,688 - 1,500 100.0% 50986 Transfers to Cap Projects Fund 437,206 - - - - 0.0% TOTAL EXPENSES 437,206 817 1,688 - 1,500 100.0% Excess Revenue Over Expenses (228,583) 226,421 241,996 212,000 228,500 Page 170 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-659 FROM: Kim Creech, CITY TREASURER SUBJECT: Resolution - the City desires to use Impact Fees account for equipment and projects that meet the criteria and are in the FY2025 proposed Budget. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: In connection with the proposed FY2025 budget, to approve a resolution to authorize the use of Impact Fees for equipment and projects that meet the criteria. BACKGROUND INFORMATION: In accordance with Act No. 2006-300 enacted by the Legislature of Alabama on April 4, 2006. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) See Resolution for the detailed 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 171 of 448 RESOLUTION NO. _____ WHEREAS, the City of Fairhope adopted Ordinance No. 1625, An Ordinance repealing and replacing Ordinance No. 1331 to establish Impact Fees on new development in the City of Fairhope on October 13, 2018 in accordance with Act No. 2006-300 enacted by the Legislature of Alabama on April 4, 2006; and WHEREAS, the City desires to use funds for “Police” which is a Benefit Area for (i) the cost recovery of the City’s cost and expense related to the construction, development and improvement of its justice center, (ii) the cost recovery of the City’s cost and expense related to the construction, development and improvement of its animal shelter, (iii) the acquisition of police vehicles, and (iv) the acquisition of police-related apparatus and equipment, and (v) the police component of the “Impact Fee Study” prepared by TischlerBise; and WHEREAS, the City desires to use funds for “Fire” which is a Benefit Area for (i) the construction, development and/or improvement of fire stations, (ii) the acquisition of fire fighting vehicles, and (iii) the acquisition of firefighting apparatus, and (iv) the fire component of the “Impact Fee Study” prepared by TischlerBise; and WHEREAS, the City desires to use funds for “Transportation” which is a Benefit Area for the cost of intersection improvements made to address additional demand generated by New Development and the transportation component of the “Impact Fee Study” prepared by TischlerBise; and WHEREAS, the City desires to use funds for “Parks and Recreation” which is a Benefit Area for (i) the acquisition of new public parks lands, (ii) the construction, development and/or improvement of public recreational facilities, (iii) the construction, development and/or improvement of public park amenities, (iv) the acquisition of new park vehicles, and (v) the parks and recreation component of the “Impact Fee Study” prepared by TischlerBise; and WHEREAS, the following project shall be paid from the Impact Fees Account and have met the criteria stated to be paid from said Account: POLICE FIRE TRANS- PORTATION PARKS AND RECREATION FY2025 BUDGET PROJECTS 1 New Police vehicle with equipment $37,000.00 Drone $7,000.00 Speed Scout Trailer $8,500.00 2025 W-Onw HR 100 Aerial Ladder Truck 1,350,000.00 Drainage $51,500.00 FY2025 Resurfacing $198,500.00 New Playground equipment at new baseball field Volanta Park $35,000.00 New playground equipment at Founders Park $45,000.00 Open-air pavilion/storm shelter at Fairhope Soccer Complex $46,750 Shade structures over bleacher seating at Volanta Park $170,000.00 Additional playground equipment at Rotary Youth $75,000.00 New Tennis and Pickleball Courts $200,000.00 New Tennis and Pickleball Court lights $245,000.00 Impact Fees for FY 2025 $52,500.00 $1,350,000.00 $250,000.00 $816,750.00 Page 172 of 448 Resolution No. ______ Page -2- NOW BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan to expend Impact Fees for the above projects as designated from the Impact Fee Account for services for the “Police”, “Fire”, “Transportation”, and “Parks and Recreation” Benefit Areas. DULY ADOPTED THIS 23rd DAY OF SEPTEMBER, 2024 ___________________________________ Corey Martin, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 173 of 448 Impact Fee Fund 9/11/2024 Object Description FY 2022 Annual FY 2023 Annual FY2024 August YTD FY2024 Annual Budget FY2025 Annual Budget % Change REVENUES 40030 Cash Acct-Police 142,699 202,077 144,985 133,000 124,000 -6.8% 40040 Cash Acct-Fire 168,181 239,444 171,180 171,000 146,000 -14.6% 40050 Cash Acct-Transportation 210,733 360,364 251,621 266,000 215,000 -19.2% 40060 Cash Acct-Recreation 541,785 616,514 488,125 380,000 415,000 9.2% 40950 Interest Income 7,907 102,151 107,179 50,000 50,000 0.0% 49998 Budget Rollover - - - 719,111 1,521,750 111.6% TOTAL REVENUES 1,071,305 1,520,550 1,163,090 1,719,111 2,471,750 43.8% EXPENSES 0.0% 50580 Bank Fees - 1,122 2,429 - 2,500 100.0% 50960 Transfer to General 5,290 - - - - 0.0% 50961 Transfer to General-Police - 155,744 - 79,418 52,500 -33.9% 50962 Transfer to General-Fire 210,533 - - 1,180,443 1,350,000 14.4% 50964 Transfer to General-Recreation - - - - 371,750 100.0% 50967 Transfers-Cap Proj-Transportat 210,415 400,000 - 266,000 250,000 -6.0% 50968 Transfers-Cap Proj-Recreation 674,463 1,392,087 37,250 193,250 445,000 130.3% 0.0% TOTAL EXPENSES 1,100,701 1,948,953 39,679 1,719,111 2,471,750 43.8% Excess Rev Over Expense (29,396) (428,403) 1,123,411 - - Police FIRE TRANS- PORTATION PARKS / RECREATION TOTAL New Fire Truck 1,350,000 - 1,350,000 Drainage 51,500 51,500 FY2025 Resurfacing 198,500 198,500 1 New Police vehicle with equip 37,000 - 37,000 Drone 7,000 7,000 Speed Scout Trailer 8,500 8,500 New playground equipment at new baseball field Volanta Park 35,000 35,000 New playground equipment at new baseball field Founder Park 45,000 45,000 Open-air pavilion/storm shelter at Fairhope Soccer Complex 46,750 46,750 Shade structures over bleacher seating at Volanta Park 170,000 170,000 Additional playground equipment at Rotary Youth 75,000 75,000 New Tennis and Pickleball Court 200,000 200,000 New Tennis and Pickleball Court lights 245,000 245,000 52,500 1,350,000 250,000 816,750 2,469,250 FY2025 Budget Impact Fees Projects Page 174 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-657 FROM: Hannah Noonan, Human Resources Director SUBJECT: Human Resources Director, Hannah Noonan, is requesting the approval and adoption of Personnel recommendations for the FY2025 Budget including funding of new positions and approval of Pay Grades; reclassification of positions; defending and deleting of positions. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: Approve and adopt Personnel recommendations as listed on the Resolution for the FY2025 Budget. BACKGROUND INFORMATION: Personnel recommendations (new positions, pay grades, reclassification of positions, defunding or deleting of positions) were presented to the City of Fairhope Personnel Board for review and approval prior to inclusion in the proposed FY2025 Budget. All Personnel recommendations must be approved by City Council for inclusion in the annual Budget. 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: Page 175 of 448 Individual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 176 of 448 RESOLUTION NO. ______ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves and adopts the recommendations to fund new positions and approve Pay Grades; reclassify positions; defund; and delete positions as presented in the FY2025 Budget as follows: Position Name Department Status Pay Grade Prior Pay Grade New Positions: Planning & Zoning Manager Planning FTE 14 Crew Leader/Horticulturist PW - Horticulture FTE 12 Gardener II PW - Horticulture FTE 7 Crew Leader PW - Streets FTE 10 Facilities Maintenance Technician PW - Streets FTE 7 Custodian PW - Streets FTE 4 Utilities Public Relations Coordinator Economic Develop.FTE 11 Support Services Technician Police FTE 6 Parks Maintenance Worker I Recreation FTE 7 Custodian Recreation FTE 4 Lineworker Electric FTE 10 Lineworker Apprentice Electric FTE 7 Water Service Technician I (2)Water FTE 6 Water Service Crew Leader Water FTE 7 Engineer Water/Wastewater FTE 16 Asst Lift Station Superintendent Wastewater FTE 14 Collections System Foreman Wastewater FTE 8 Wastewater Collections Operator Wastewater FTE 7 Asst Wastewater Treatment Plant Manager Wastewater FTE 9 ROW Construction Inspector Wastewater FTE 9 Equipment Operator III Sanitation FTE 8 Reclassifications: Accounting Manager Treasury FTE 14 Accountant II (2)Treasury FTE 11 Purchasing Agent Treasury FTE 8 Municipal Court Administrator Judicial FTE 11 Magistrate II Judicial FTE 10 Magistrate I Judicial FTE 8 Crew Leader PW - Streets FTE 10 Crew Leader Golf Grounds FTE 10 Asst Director, Information Technology Computer Inf Sys FTE 14 Senior Human Resources Coordinator Human Resources FTE 11 Senior Services Coordinator Adult Recreation FTE 8 Senior Services Assistant (2)Adult Recreation PTE 5 Crew Leader – Construction (3)Gas FTE 10 Crew Leader – Measurement (2)Gas FTE 10 Page 177 of 448 Resolution No. ____ Page -2- Position Name Department Status Pay Grade Prior Pay Grade Gas Construction Technician II (4)Gas FTE 6 Gas Measurement Technician II Gas FTE 6 Gas Construction Technician I (2)Gas FTE 5 Lineworker Electric FTE 10 Staking Technician Electric FTE 9 Pay Grade Changes/Reclassifications: Engineering Technician PW - Streets FTE 8 6 Gas Inspector Gas FTE 8 6 GPS Technician Gas PTE 10 Flat Gardner III PW - Horticulture FTE 8 9 Planning Clerk Planning FTE 8 9 Police Investigator Police FTE 8 9 Police K-9 Officer Police FTE 8 9 Dispatch Supervisor Police FTE 10 9 Meter Operations Supervisor Meter FTE 10 9 Chief Building Inspector Building FTE 11 9 Chief Electrical Inspector Building FTE 11 9 Safety Coordinator Human Resources FTE 11 9 Deleting/Defunding: Senior Accountant Treasury FTE 13 Staff Accountant (2)Treasury FTE 10 Purchasing Clerk Treasury FTE 7 Court Clerk Judicial FTE 10 Magistrate Judicial FTE 7 Magistrate Judicial FTE 8 Equipment Operator IV PW - Streets FTE 9 Golf Grounds Maintenance Worker Golf Grounds FTE 5 IT Systems Administrator Computer Inf Sys FTE 11 Human Resources Coordinator Human Resources FTE 8 Rental Facilities Assistant I Adult Recreation FTE 7 Senior Services Coordinator (2)Adult Recreation PTE 7 Crew Leader – Gas Installation (3)Gas FTE 7 Gas Measurement Technician (2)Gas FTE 7 Gas Service Line Technician (2)Gas FTE 7 Equipment Operator IV (2)Gas FTE 9 Gas Service Line Technician Trainee (3)Gas FTE 5 Line Foreman Electric FTE 12 Engineering Technician Electric FTE 6 Page 178 of 448 ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 ______________________________ Corey Martin, Council President ATTEST: ______________________________ Lisa A. Hanks, MMC City Clerk Page 179 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Accountant I Department: Treasury FLSA: Exempt Grade: 10S Safety Sensitive Job: No Security Sensitive Job: Yes Job Description Prepared: June 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Accounting Manager Subordinate Staff: None Internal Contacts: All Departments External Contacts: Retirement Systems of Alabama (RSA); Auditors; Banks and Financial Institutions; Alabama Department of Revenue (DOR); Alabama Secretary of State; Alabama Ethics Commission; Government Finance Officers Association (GFOA); Internal Revenue Service (IRS) Job Summary Under the supervision of the Accounting Manager, the employee serves as the professional accountant for the City of Fairhope. The employee performs accounting functions and procedures in conjunction with the Treasurer and Accounting Manager. Employee contributes to reports, maintains accurate records, processes accounts, and ensures established processes and procedures are followed. The accountant assembles and analyzes data for compilation of reports. This is a responsible job with good judgement and knowledgeable approaches being essential. This job is considered security -sensitive and is subject to a pre-employment background check. Page 180 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Accounting Functions. The employee is employed as a professional accountant to perform financial and accounting duties on behalf of the City of Fairhope. 1. Performs work activities as coordinated and specified by the Treasurer and Accounting Manager. 2. Audits receipts by reviewing the daily cash logs from the Revenue Clerks, the Nix Center, the Golf Course, and the Public Pool. 3. Reviews purchases and coding of items. 4. Posts data, and updates information to accounts. 5. Processes Automated Clearinghouse (ACH) files online. 6. Reconciles bank balances to the General Ledger; reconciles accounts to General Ledger balance. 7. Enters and records journal entries and posts to the General Ledger balance. 8. Records corrections to General Ledger, as required. 9. Reviews, verifies and records transfers between departments and funds. 10. Reviews and records monthly interests received on bank statements. 11. Reconciles debt service and reserves related bank account balances as assigned. 12. Assists other departments with budget balances and questions. ESSENTIAL FUNCTION: Fiscal Reporting and Record Keeping. Generates, assembles, and analyzes financial data to aid in sound fiscal practices, and comply with City policies, procedures, and guidelines, and adhere to best practices. 1. Assists the Treasurer and Accounting Manager with reports; provides financial information and data. 2. Assists with submitting monthly financial and accounting reports; summarizes monthly expenditures and balances. 3. Assists with the development and submittal of monthly operational reports. 4. Assists with the preparation, reviews and issuing of monthly financial statements. 5. Assists with budget preparations for the City; works with Department Heads to define objectives and goals. 6. Assists with all financial statements on behalf of the City; publishes yearly. 7. Prepares necessary documentation for auditors. 8. Serves as a financial resource and source of advice to all departments within the City. Page 181 of 448 3 ESSENTIAL FUNCTION: Departmental Operations. Provides assistance and support to aid in efficient and effective operations. 1. Acts as a source of information; responds to citizens and employees’ questions and requests in a timely, courteous, and professional manner. 2. Attends conferences, training sessions, and workshops for professional development. 3. Attends meetings to obtain information or assist with the conveyance or dissemination of information. 4. Reviews professional publications and journals to remain current on the principles and practices of governmental accounting. 5. Maintains files and records of the Treasury Department. 6. Provides professional assistance to the Accounting Manager and Treasurer. NON-ESSENTIAL FUNCTIONS: 1. Serves as a Notary Public, if applicable 2. Performs other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of federal, state and municipal laws, statues, ordinances, regulations, and policies as they apply to finance administration and accounting statutes and laws. 3. Knowledge of Governmental Accounting and Financial Reporting Standards, Generally Accepted Accounting Principles and Generally Accepted Auditing Standards. 4. Knowledge of investment fund management, bond sales, utility accounting, budgeting, and municipal debt administration. 5. Knowledge of modern accounting practices and procedures. 6. Knowledge of municipal finance administration, cost accounting principles and practices and investment theory. 7. Knowledge of accounting principles, theories, and methods. 8. Knowledge of budgeting, fund accounting, and financial reporting. 9. Knowledge and understanding of legal terms and contracts. 10. Knowledge of professional accounting functions and automated systems. 11. Knowledge of budget preparation and financial management. 12. Knowledge of principles of management and the ability to apply them. 13. Reading skills to comprehend manuals, directives, procedures, and instructions. 14. Verbal skills to communicate effectively with department heads and the board. Ability to make presentations. 15. Writing skills to clearly and concisely revise, update, and develop policies, procedures, produce technical reports, and other technical writing, forms, Page 182 of 448 4 and records, and to prepare financial management policies and procedures. 16. Math skills to perform advanced calculations, to prepare/interpret and develop technical reports, interpret financial documents, and to prepare and assess data and projections. 17. Public relation skills to work with general public, state, and federal agencies, and to coordinate with officials. 18. Skills to use computers and specialized software, including spreadsheets. 19. Skills to consider multiple sources, options, opportunities, and implications regarding impacts on the City prior to making decisions. 20. Ability to effectively communicate in order to provide information, advice, and assistance. 21. Ability to perform work requiring the highest level of detail and accuracy. 22. Ability to assimilate large amounts of data, related or unrelated, and make relevant conclusions. 23. Ability to analyze, interpret, and report research findings, recommendations, and actions of financial, governmental and economic data. 24. Ability to write with technical accuracy to maintain records and write reports. 25. Ability to prepare and present accurate and reliable financial and narrative reports. 26. Ability to process and maintain highly confidential information. 27. Ability to make sound decisions and maintain emotional control and stability while handling stressful and potentially volatile situations. 28. Ability to work effectively with individuals of varying backgrounds, abilities, outlooks, ages, and nationalities. 29. Ability to understand legal terms and contracts. 30. Ability to work independently and with little or no supervision. 31. Ability to multi-task. 32. Ability to comprehend and complete multiple instructions. 33. Ability to foster a cooperative work environment. 34. Ability to use computers and office productivity software. 35. Ability to use modern office methods, techniques, and equipment. 36. Ability to use multi-line telephones. 37. Ability to deal with the general public in a courteous and helpful manner. 38. Ability and willingness to grow professionally through personal professional improvement programs and formal educational experiences 39. Ability to assemble and analyze data. 40. Ability to establish priorities and action plans. 41. Ability to conduct research by using computers and other methods. 42. Ability to maintain confidential information. 43. Ability to consistently represent City in a positive, professional manner. 44. Ability to establish and work according to priorities; ability to perform work accurately, with attention to detail, and within time constraints. 45. Ability to plan, organize, coordinate, and carry out work, engaging the work of others in a productive and effective manner. 46. Ability to solve problems and effectively address issues. 47. Ability to coordinate and collaborate work with others to accomplish established goals and projects. 48. Ability to drive. Page 183 of 448 5 Minimum Qualifications 1. Possess a bachelor’s degree in accounting from an accredited college or university. 2. Minimum of one (1) year of professional work experience in accounting; professional work experience within a governmental entity is preferred. 3. Possess a current and valid driver’s license; must be insurable. 4. Ability to be bonded and maintain bonded status. 5. Ability to drive to participate in training and continuing education. 6. Ability to pass a pre-employment background check. Physical Demands The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. Work Environment The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated. Page 184 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Accountant II Department: Treasury FLSA: Exempt Grade: 11S Safety Sensitive Job: No Security Sensitive Job: Yes Job Description Prepared: June 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Accounting Manager Subordinate Staff: None Internal Contacts: All Departments External Contacts: Retirement Systems of Alabama (RSA); Auditors; Banks and Financial Institutions; Alabama Department of Revenue (DOR); Alabama Secretary of State; Alabama Ethics Commission; Government Finance Officers Association (GFOA); Internal Revenue Service (IRS) Job Summary Under the supervision of the Accounting Manager, the employee serves as the professional accountant for the City of Fairhope. The employee performs accounting functions and procedures in conjunction with the Treasurer and Accounting Manager. Employee develops and contributes to reports, maintains accurate records, processes accounts, establishes values of assets and ensures established processes and procedures are followed with ongoing analysis of all processes and procedures for efficiency and best practices. The Accountant II assembles and analyzes complex data for compilation of reports. This is a responsible job with good judgement and knowledgeable approaches being essential. This job is considered security-sensitive and is subject to a pre- employment background check. Page 185 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Accounting Functions. The employee is employed as a professional accountant to perform financial and accounting duties on behalf of the City of Fairhope. 1. Performs work activities as coordinated and specified by the Treasurer and Accounting Manager. 2. Responsible for leading various projects as assigned by the Treasurer and Accounting Manager. 3. Generates and analyzes monthly internal financial statements for all departments. 4. Collects data and completes worker’s compensation audit, and any other federal- or state-mandated surveys or inquiries. 5. Processes and files all required payroll tax returns, W -2s, and 1099 forms. 6. Processes and submits retirement withholding on a weekly basis. 7. Prepares state withholding report for Treasurer’s office. 8. Acts in a supportive role for bi-weekly payroll processing to include completing direct deposit procedures and ensuring timely payroll tax payments. 9. Reviews purchases and coding of items. 10. Posts data, and updates information to accounts. 11. Processes Automated Clearinghouse (ACH) files online. 12. Reconciles additions and deletions of City’s assets with insurance billing. 13. Reconciles bank balances to the General Ledger; reconciles accounts to General Ledger balance. 14. Enters and records journal entries and posts to the General Ledger balance. 15. Records corrections to General Ledger, as required. 16. Reviews, verifies and records transfers between departments and funds. 17. Reviews and records monthly interests received on bank statements. 18. Reconciles debt service and reserves related bank account balances as assigned. 19. Integral in the training of Accountant I and Accounting Assistant positions. 20. Works directly with Auditing firm to provide data as necessary for year-end close and financial statement preparation. 21. Assists other departments with budget balances and questions. ESSENTIAL FUNCTION: Asset Management. Documents and identifies the City’s Assets. Establishes value and depreciation. 1. Manages assets and associated records for the City system and services. 2. Maintains assets and asset insurance lists. 3. Reviews and records depreciation entries. Page 186 of 448 3 4. Reviews documents associated with all purchases and inventory. 5. Inventories equipment and assets periodically. 6. Establishes and documents depreciation. 7. Conducts research to assist in analyzing financial impacts. 8. Conducts and performs research for valuation information on assets. 9. Assists with adequate insurance coverage. ESSENTIAL FUNCTION: Fiscal Reporting and Record Keeping. Generates, assembles, and analyzes financial data to aid in sound fiscal practices, and comply with City policies, procedures, and guidelines, and adhere to best practices. 1. Assists the Treasurer and Accounting Manager with reports; provides financial information and data. 2. Assists with reports summarizing employee benefits (e.g., insurance) workman’s comp and associated costs. 3. Assists with submitting monthly financial and accounting reports; summarizes monthly expenditures and balances. 4. Assists with the development and submittal of monthly operational reports. 5. Assists with the preparation, reviews and issuing of monthly financial statements. 6. Develops and analyzes reports regarding taxes. 7. Assists with budget preparations for the City; works with Department Heads to define objectives and goals. 8. Assists with all financial statements on behalf of the City; publishes yearly. 9. Prepares necessary documentation for auditors. 10. Serves as a financial resource and source of advice to all departments within the City. ESSENTIAL FUNCTION: Departmental Operations. Provides assistance and support to aid in efficient and effective operations. 1. Acts as a source of information; responds to citizens and employees’ questions and requests in a timely, courteous, and professional manner. 2. Attends conferences, training sessions, and workshops for professional development. 3. Attends meetings to obtain information or assist with the conveyance or dissemination of information. 4. Reviews professional publications and journals to remain current on the principles and practices of governmental accounting. 5. Maintains files and records of the Treasury Department. 6. Provides professional assistance to both the Accounting Manager and the Treasurer. NON-ESSENTIAL FUNCTIONS: 1. Serves as a Notary Public, if applicable 2. Performs other job-related duties as required or assigned. Page 187 of 448 4 Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of federal, state and municipal laws, statues, ordinances, regulations, and policies as they apply to finance administration and accounting statutes and laws. 3. Knowledge of Governmental Accounting and Financial Reporting Standards, Generally Accepted Accounting Principles and Generally Accepted Auditing Standards. 4. Knowledge of investment fund management, bond sales, utility accounting, budgeting, and municipal debt administration. 5. Knowledge of modern accounting practices and procedures. 6. Knowledge of municipal finance administration, cost accounting principles and practices and investment theory. 7. Knowledge of accounting principles, theories, and methods. 8. Knowledge of budgeting, fund accounting, and financial reporting. 9. Knowledge and understanding of legal terms and contracts. 10. Knowledge of professional accounting functions and automated systems. 11. Knowledge of budget preparation and financial management. 12. Knowledge of principles of management and the ability to apply them. 13. Reading skills to comprehend manuals, directives, procedures, and instructions. 14. Verbal skills to communicate effectively with department heads and the board. Ability to make presentations. 15. Writing skills to clearly and concisely revise, update, and develop policies, procedures, produce technical reports, and other technical writing, forms, and records, and to prepare financial management policies and procedures. 16. Math skills to perform advanced calculations, to prepare/interpret and develop technical reports, interpret financial documents, and to prepare and assess data and projections. 17. Public relation skills to work with general public, state, and federal agencies, and to coordinate with officials. 18. Skills to use computers and specialized software, including spreadsheets. 19. Skills to consider multiple sources, options, opportunities, and implications regarding impacts on the City prior to making decisions. 20. Ability to effectively communicate in order to provide information, advice, and assistance. 21. Ability to perform work requiring the highest level of detail and accuracy. 22. Ability to assimilate large amounts of data, related or unrelated, and make relevant conclusions. 23. Ability to analyze, interpret, and report research findings, recommendations, and actions on complex financial, governmental and economic data. 24. Ability to write with technical accuracy to maintain records and write reports. 25. Ability to prepare and present accurate and reliable financial and narrative Page 188 of 448 5 reports. 26. Ability to process and maintain highly confidential information. 27. Ability to make sound decisions and maintain emotional control and stability while handling stressful and potentially volatile situations. 28. Ability to work effectively with individuals of varying backgrounds, abilities, outlooks, ages, and nationalities. 29. Ability to understand legal terms and contracts. 30. Ability to work independently and with little or no supervision. 31. Ability to multi-task. 32. Ability to comprehend and complete multiple instructions. 33. Ability to foster a cooperative work environment. 34. Ability to use computers and office productivity software. 35. Ability to use modern office methods, techniques, and equipment. 36. Ability to use multi-line telephones. 37. Ability to deal with the general public in a courteous and helpful manner. 38. Ability and willingness to grow professionally through personal professional improvement programs and formal educational experiences 39. Ability to assemble and analyze data. 40. Ability to establish priorities and action plans. 41. Ability to conduct research by using computers and other methods. 42. Ability to maintain confidential information. 43. Ability to consistently represent City in a positive, professional manner. 44. Ability to establish and work according to priorities; ability to perform work accurately, with attention to detail, and within time constraints. 45. Ability to plan, organize, coordinate, and carry out work, engaging the work of others in a productive and effective manner. 46. Ability to solve problems and effectively address issues. 47. Ability to coordinate and collaborate work with others to accomplish established goals and projects. 48. Ability to drive. Minimum Qualifications 1. Possess a bachelor’s degree in accounting from an accredited college or university. 2. Minimum of three (3) years of professional work experience in accounting; a minimum of one (1) year of professional work experience within a governmental entity is required. 3. Possess a current and valid driver’s license; must be insurable. 4. Ability to be bonded and maintain bonded status. 5. Ability to drive to participate in training and continuing education. 6. Ability to pass a pre-employment background check. Physical Demands The work is sedentary. Typically, the employee may sit comfortably to do the work. Page 189 of 448 6 However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. Work Environment The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated. Page 190 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Accounting Manager Department: Treasury FLSA: Exempt Grade: 14S Safety Sensitive Job: No Security Sensitive Job: Yes Job Description Prepared: June 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Treasurer Subordinate Staff: Accountants Internal Contacts: All Departments External Contacts: Retirement Systems of Alabama (RSA); Auditors; Banks and Financial Institutions; Alabama Department of Revenue (DOR); Alabama Secretary of State; Alabama Ethics Commission; Government Finance Officers Association (GFOA); Internal Revenue Service (IRS) Job Summary Under the general supervision of the Treasurer, the employee serves as advanced professional accountant for the City of Fairhope. The employee assists the Treasurer in overall financial management of the City. The employee performs a variety of accounting, auditing, financial reporting, budgeting, and purchasing functions to ensure compliance with applicable laws, polices, and regulations. This is a highly responsible job where independent judgement and knowledgeable approaches being essential. This job is considered security-sensitive and is subject to a pre-employment background check. Essential Functions Page 191 of 448 2 ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Accounting Functions. The employee is employed as a professional accountant to perform financial and accounting duties on behalf of the City of Fairhope. 1. Acts as a point of reference and contact in the absence of the Treasurer. 2. Assists the Treasurer with managing the accounting, budgeting, and purchasing functions of the city; developing and assisting in the implementation of the city’s financial policies and procedures; supervises daily operations to ensure compliance with applicable laws, policies, standards, and regulations. 3. Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals. 4. Reviews and/or approves invoices, general ledger report, check registers, contracts, budget reports, requisitions, purchase orders, check requests, and other financial reports and transactions to ensure completeness and accuracy; reconciles and balances general ledger accounts and funds. 5. Assists Treasurer with the preparation of the annual operating budget; accumulates data form department directors; organizes data into comprehensive departmental format for Treasurer and or Mayor. 6. Provides technical assistance to external auditors; provides necessary financial reports, statements, and documents for the completion of the city’s annual audit. 7. Collects data for worker’s compensation audit, and any other federal- or state-mandated surveys or inquiries. 8. Reconciles bank balances to the General Ledger; reconciles accounts to general ledger balances. 9. Reviews, verifies and records transfers between departments and funds. 10. Assist with monitoring the city-wide budget expenditures and review collections; assist with developing budget projections. 11. Researches and compiles financial information directed by Treasurer for Mayor and Council. 12. Assists Treasurer with issuance and retirement of debt including preparation of information for use by Underwriters and Bond Council for issuance of debt. 13. Performs other related duties as assigned. ESSENTIAL FUNCTION: Fiscal Reporting and Record Keeping. Generates, assembles, and analyzes financial data to aid in sound fiscal practices, and comply with City policies, procedures and guidelines, and adhere to best practices. 1. Assists the Treasurer with reports; provides financial information, data, and financial recommendations. 2. Provides general ledger account use analysis reports, balance sheets, Page 192 of 448 3 monthly and year-end financial statement, inventory reports, budget summaries and grant reports. 3. Develops and generates reports summarizing employee benefits (e.g., insurance) workman’s comp and associated costs. 4. Generates and analyzes monthly internal financial statements for all departments. 5. Reviews monthly financial statements with City personnel, Council and other interested parties. 6. Develops and analyzes reports regarding taxes; ensures accuracy. 7. Completes all financial statements on behalf of the City; publishes yearly. 8. Serves as a financial resource and source of advice to all departments within the City. ESSENTIAL FUNCTION: Departmental Operations. Assists and supports in efficient and effective operations. 1. Acts as a source of information; responds to citizens and employees’ questions and requests in a timely, courteous, and professional manner. 2. Attends conferences, training sessions, and workshops for professional development. 3. Attends meetings to obtain information or assist with the conveyance or dissemination of information. 4. Reviews professional publications and journals to remain current on the principles and practices of governmental accounting. 5. Maintains files and records of the Treasurer Department. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of federal, state, and municipal laws, statues, ordinances, regulations, and policies as they apply to finance administration and accounting statutes and laws. 3. Knowledge of Governmental Accounting and Financial Reporting Standards, Generally Accepted Accounting Principles and Generally Accepted Auditing Standards. 4. Knowledge of investment fund management, bond sales, utility accounting, budgeting, and municipal debt administration. 5. Knowledge of municipal finance administration, cost accounting principles and practices and investment theory. 6. Knowledge of accounting principles, theories, and methods. 7. Knowledge of budgeting, fund accounting, and financial reporting. 8. Knowledge and understanding of legal terms and contracts. 9. Knowledge of professional accounting functions and automated systems. 10. Knowledge of budget preparation and financial management. 11. Knowledge of principles of management and the ability to apply them. 12. Reading skills to comprehend manuals, directives, procedures, and Page 193 of 448 4 instructions. 13. Verbal skills to communicate effectively with department heads and the board. Ability to make presentations. 14. Writing skills to clearly and concisely revise, update, and develop policies, procedures, produce technical reports, and other technical writing, forms, and records, and to prepare financial management policies and procedures. 15. Math skills to perform advanced calculations, to prepare/interpret and develop technical reports, interpret financial documents, and to prepare and assess data and projections. 16. Public relation skills to work with general public, state, and federal agencies, and to coordinate with officials. 17. Skills to use computers and specialized software, including spreadsheets. 18. Skills to consider multiple sources, options, opportunities, and implications regarding impacts on the City prior to making decisions. 19. Ability to effectively communicate in order to provide information, advice, and assistance. 20. Ability to perform work requiring the highest level of detail and accuracy. 21. Ability to assimilate large amounts of data, related or unrelated, and make relevant conclusions. 22. Ability to analyze, interpret, and report research findings, recommendations, and actions on complex financial, governmental, and economic data. 23. Ability to prepare and present accurate and reliable financial and narrative reports. 24. Ability to process and maintain highly confidential information. 25. Ability to make sound decisions and maintain emotional control and stability while handling stressful and potentially volatile situations. 26. Ability to work independently and with little or no supervision. 27. Ability to consistently represent City in a positive, professional manner. 28. Ability to coordinate and collaborate work with others to accomplish established goals and projects. Minimum Qualifications 1. Possess a bachelor’s degree in accounting from an accredited college or university. 2. Minimum of five (5) years of professional work experience in accounting; a minimum of two (2) years of professional work experience within a governmental entity is required. 3. Possess a current and valid driver’s license; must be insurable. 4. Ability to be bonded and maintain bonded status. 5. Ability to drive to participate in training and continuing education. 6. Ability to pass a pre-employment background check. Physical Demands The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are Page 194 of 448 5 required to perform the work. Work Environment The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated. Page 195 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Assistant Lift Station Superintendent Department: Wastewater FLSA: Exempt Grade: 14 Safety Sensitive: Yes Security Sensitive: No Job Description Prepared: July 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Water & Wastewater Superintendent Subordinate Staff: Collections System Foremen Internal Contacts: All Departments; All Employees External Contacts: General Public; Job Summary Under the general supervision of the Water and Wastewater Superintendent, this job involves assisting the Superintendent in directing and performing technical and administrative duties in the design, construction, installation, operation, and maintenance of the lift stations connected with the City’s wastewater collection system. The job involves the supervision of subordinate Wastewater Collections staff involved with Department operations and maintenance. Job may involve the performance of tasks and duties related to Wastewater Department operations. This job involves working with the Assistant Water and Assistant Wastewater Superintendent to achieve common goals, assisting with projects and other tasks or duties required to maintain and effectively operate the City’s water and sewer systems. This job is considered safety -sensitive and is subject to a pre-employment background check and random drug screens. Essential Functions Page 196 of 448 2 ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Wastewater System Collections. Employee performs a wide range of tasks and duties associated with the effective and efficient operation of the City’s water collection system. 1. Assists the Superintendent in performing a range of administrative and operational tasks associated with the effective and efficient operation of the Wastewater Collections Division. 2. May be responsible for directing, designing, and performing technical and administrative tasks, operating, and maintaining Wastewater Collections facilities and equipment. 3. Participates in taking wastewater samples and chemically testing collected samples. 4. Assists in the design of lift station modifications and preparation of specifications. 5. Performs inspections of lift station buildings, pumps, engines, emergency generators and related fixtures to ensure the system meets performance standards. 6. Assists in designing and implementing the preventative maintenance program for portable pumps, emergency generators, submersible pumps, station pumps, and other equipment. 7. Coordinates and manages emergency response to critical situations. 8. Assists in developing policies and procedures related to the construction, operation, and maintenance of the wastewater collections system. 9. Assists in evaluating and developing Wastewater Operations, Department policies and procedures related to the construction, operation and maintenance of wastewater distribution and treatment systems. 10. Assists Engineering Department, consulting engineers and others who are engaged in the planning and design of the wastewater collection system, as required. 11. Communicates with state and federal regulatory personnel in a professional and effective manner as needed concerning sanitary sewer overflows. 12. Prepares documents and reports sanitary sewer overflows per Alabama Department of Environmental Management (ADEM) and City requirements. 13. Stays abreast of the laws, rules and regulations that affect the various departments and recommends action to ensure compliance. 14. Assists in supervising repairs to equipment, motors, and pumps. 15. Maintains required records and makes reports concerning plant operations. 16. Orders Department supplies and allocates materials and supplies. 17. Assist in budget preparation and administration of divisional budget Page 197 of 448 3 18. Checks on customer complaints concerning wastewater. Responds to public inquiries in a courteous manner; provides information within scope of his/her knowledge or refers to an employee or higher classification. 19. Reads and interprets drawings, maps, specifications, and other diagrams. 20. Responds to emergency repair calls when needed. 21. Utilizes computer software such as spreadsheets, word processing and other applications in performing work assignments. ESSENTIAL FUNCTION: Subordinate Supervision. Employee supervises assigned Wastewater Department employees. 1. Participates in the interview and selection of new employees; trains and evaluates all subordinate staff. 2. Makes job assignments for subordinate employees; monitors job performance and provides oversight and feedback to employees concerning job performance. 3. Develops and implements measurable performance goals and objectives that support the strategic plan of the department and complement the municipal strategic plan. 4. Manages the daily work schedule for subordinate staff and verifies all scheduled work is being performed at the scheduled time. 5. Coordinates and manages emergency response to critical situations. 6. Performs on-going (informal) and annual (formal) performance appraisals for subordinates. 7. Reviews and approves leave requests and time off. Reviews attendance records to monitor for compliance with City’s attendance policy. 8. Administers corrective action and performance improvement plans as necessary. NON-ESSENTIAL FUNCTION: 1. Performs other job-related duties as required/assigned; including special events. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of the City’s geography and locations. 3. Knowledge of the operation, maintenance and repair of wastewater system pumps, motors, mixers, other associated wastewater infrastructure equipment. 4. Knowledge of municipal wastewater system design and operation. 5. Knowledge of the basic engineering concepts associated with wastewater system design and operation. 6. Knowledge of safety rules including accident causation and prevention. Page 198 of 448 4 7. Communication skills to effectively communicate internally and externally, both orally and in writing. 8. Verbal skills to effectively communicate with co-workers, supervisors and the general public. 9. Writing skills to develop professional reports and other materials using correct English, grammar, punctuation, and spelling. 10. Reading skills to understand and interpret state, federal and City regulations, procedures and instructions. 11. Math skills to perform basic mathematical calculations. 12. Ability to collect and chemically analyze wastewater samples. 13. Ability to perform supervisory functions. 14. Ability to operate standard office equipment. 15. Ability to prepare all required reports utilizing established procedures and guidelines. 16. Ability to use computers and office productivity software. 17. Ability to maintain professional attitude. 18. Ability to use a multiline telephone. 19. Ability to deal with all contacts in a courteous and patient manner. 20. Ability to handle upset or irate individuals. 21. Ability to handle dynamic situations in a calm and courteous manner. 22. Ability to prioritize work projects and multi-task. 23. Ability to organize files and work projects. 24. Ability to work with little or no supervision. 25. Ability to manage a wide variety of water and wastewater projects. Minimum Qualifications 1. Possess a high school diploma or GED. 2. Five (5) years of progressively responsible experience in the daily operation and maintenance of lift stations and other modern underground utilities to include supervisory experience. 3. Possess a Class 1C Wastewater Collection License 4. Possess or ability to obtain a Class A Commercial Driver’s License (CDL) with Tanker endorsement; must be insurable. Physical Demands The work requires some physical exertion such as long periods of standing; walking over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching or similar activities; recurring lifting moderately heavy items such as record boxes. The work may require specific, but common, physical characteristics and abilities such as above-average agility and dexterity Work Environment Page 199 of 448 5 The work involves moderate risks or discomforts which require special safety precautions, e.g., working around moving parts, carts, or machines; with contagious diseases or irritant chemicals, etc. Employees may be required to use protective clothing or gear such as masks, gowns, coats, boots, goggles, gloves or shields. Page 200 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Assistant WTTP Manager Department: Water and Wastewater Department FLSA: Non-Exempt Grade: 8 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: May 2021 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all-inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Wastewater Treatment Plant Manager Subordinate Staff: Wastewater Treatment Plant Operator, Wastewater Treatment Plan Lab Technician Internal Contacts: Wastewater Treatment Plant staff; Superintendent, Assistant Superintendent External Contacts: General Public; Vendors; Contractors Job Summary Under the supervision of the WWTP Manager, this employee performs a wide range of wastewater treatment plant operations and procedures. These work tasks include plant and equipment maintenance, equipment adjustments (valves and pumps), laboratory testing, cleaning and maintaining the plant administrative building and other treatment plant buildings, monitoring plant operations for effective and efficient wastewater processing. The employee ensures all plant operations are in full compliance with all applicable local, state, and federal regulations and requirements. The employee monitors control panels, meters and processing equipment and adjusts when required. The employee troubleshoots plant equipment to ensure full operational effectiveness. Employee may handle plant treatment chemicals and operate heavy equipment Page 201 of 448 2 associated with treatment plant operations. This employee inspects equipment, performs data entry for inspection reports, laboratory testing, sample collection and testing, building and grounds maintenance and off-site water testing. Equipment inspections and testing procedures follow well defined and established guidelines. All laboratory testing follows strictly defined procedures and guidelines. Typical lab tests include tests for dissolved oxygen, pH, fecal matter, biochemical oxygen demand and total settleable solids. Some lab tests are forwarded to outside labs. This job is considered safety-sensitive and is subject to a pre-employment background check and random drug screens. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Treatment Plant Operations. Performs a wide range of wastewater treatment plant operations and procedures. 1. Operates equipment utilized in treating collected wastewater. 2. Inspects and maintains wastewater treatment equipment. 3. Performs lab tests associated with wastewater treatment; records and reports lab test results to appropriate agencies and organizations. ESSENTIAL FUNCTION: Laboratory Testing. Performs required laboratory tests and procedures; prepares test reports for state and federal agencies. 1. Collects samples for testing purposes. 2. Performs required/routine tests for all applicable testing requirements or regulations. 3. Prepares and submits test reports for state and federal monitoring agencies. NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of City geography, road, and street systems. 3. Knowledge of City wastewater treatment procedures and processes. 4. Knowledge of wastewater laboratory testing procedures and requirements. Page 202 of 448 3 5. Knowledge of equipment utilized in treating collected wastewater, including equipment maintenance and repair procedures. 6. Knowledge of safety rules including accident causation and prevention. 7. Communication skills to effectively communicate internally and externally, both orally and in writing. 8. Verbal skills to effectively communicate with co-workers and supervisors. 9. Writing skills to develop professional reports and other materials using correct English, grammar, punctuation, and spelling. 10. Reading skills to understand and interpret state and City wastewater treatment procedure manuals and guidelines. 11. Math skills to perform basic mathematical calculations. 12. Ability to operate standard office equipment. 13. Ability to effectively perform all laboratory tests associated with wastewater treatment at the plant. 14. Ability to safely handle chemicals utilized in lab testing and wastewater treatment processes. 15. Ability to use computers and office productivity software. 16. Ability to maintain professional attitude. 17. Ability to use a multiline telephone. 18. Ability to deal with all contacts in a courteous and patient manner. 19. Ability to handle dynamic situations in a calm and courteous manner. 20. Ability to prioritize work projects and multi-task. 21. Ability to organize files and work projects. 22. Ability to work with little or no supervision. 23. Ability to drive. Minimum Qualifications 1. Possess a high school diploma or GED; prefer associate’s degree in public wastewater treatment. 2. Minimum of five (5) years of experience in wastewater treatment plant operations and wastewater testing. 3. Possess and maintain a valid Alabama Grade III Wastewater Treatment Plant Operator Certification. 4. Possess a current and valid driver’s license; must be insurable. 5. Ability to work overtime and non-standard hours when required. 6. Ability to travel to attend professional development workshops and training programs. 7. Able to pass a pre-employment background check and an initial drug screen. Physical Demands Page 203 of 448 4 The work requires some physical exertion such as long periods of standing; walking over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching or similar activities; recurring lifting moderately heavy items such as record boxes. The work may require specific, but common, physical characteristics and abilities such as above-average agility and dexterity. Work Environment The work involves moderate risks or discomforts which require special safety precautions, e.g., working around moving parts, carts, or machines; with contagious diseases or irritant chemicals, etc. Employees may be required to use protective clothing or gear such as masks, gowns, coats, boots, goggles, gloves or shields. Page 204 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Crew Leader Department: Horticulture FLSA: Non-Exempt Grade: 10 Safety Sensitive: Yes Security Sensitive: Yes Job Description Prepared: Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Horticulture Supervisor Subordinate Staff: Assigned Work Crews Internal Contacts: All Departments; All Employees External Contacts: General Public; Contractors; Suppliers; Vendors; Utility Companies Job Summary The employee receives assignments from the Horticulture Supervisor and is responsible for directing assigned crews on their daily work assignments related to landscape, hardscape, and right-of-way maintenance. Employee performs maintenance inspections on assigned equipment, notifies supervisor of equipment failures, and may assist with repairs. Employee performs other routine manual labor as assigned. The employee may serve as a work crew leader for specific tasks or assigned projects, and may be responsible for planning, scheduling, assigning personnel, and procuring material to complete assigned projects. This is a highly experienced and highly skilled job. Employee assists in training newer employees and serves as the crew leader at work sites. This job is considered safety-sensitive and is subject to pre-employment background check and random drug screens. Essential Functions Page 205 of 448 2 ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Equipment Maintenance. Assists in the general maintenance of City equipment used in road construction and maintenance. 1. Ensures assigned crew(s) perform pre-work safety inspections of equipment. Works with supervisor and crews to schedule preventative maintenance and service needs of all trucks and equipment. 2. Performs minor repairs to assigned equipment 3. Performs daily and monthly safety and maintenance vehicle inspections on assigned equipment. 4. Reports equipment maintenance status to the supervisor. ESSENTIAL FUNCTION: Department Operations and Manual Labor. Performs manual labor tasks following departmental policies and procedures to ensure proper maintenance and efficient operations of the department. 1. Operates power equipment and hand tools to maintain the City’s property and ROW. 2. Mows grass and edges around beds and other obstacles. 3. Operates small engine power tools including lawn mowers, chain saws, leaf vacuums and blowers, pole saws, and weed eaters. 4. Operates a bucket truck and boom truck to support tree trimming. 5. Assists with scheduling the service routes for landscape maintenance crews to ensure regular coverage of all City areas. 6. Assists with planning the planting schedule for annual and perennial plants and shrubs in seasonal plant and flower change overs. 7. Detects imperfections in the landscape, whether it be litter, improper grass mowing, or improper pruning; takes corrective action. 8. Detects and treats fungus or insect growth on flowers and shrubs. 9. Ensures crews prune and trim trees and shrubs as directed, in a manner approved by the International Society of Arboriculture. 10. Oversees the maintenance and installation of irrigation systems; troubleshoots operation issues. 11. Inspects grounds to ensure safety of the public and fellow workers; notes possible safety hazards or causes of injury acts to report/correct issue. 12. Ensures plants do not have dead leaves, flowers, or stalks in beds. 13. Ensures plants are properly watered. 14. Loads and unloads equipment, debris, and material. 15. Drives vehicles to and from job sites. Page 206 of 448 3 ESSENTIAL FUNCTION: Crew Leader. Employee leads work crews in assigned projects or work tasks. 1. Receives project assignments from supervisor 2. Instructs and directs laborers and maintenance helpers. Inspects work assignments, coaches and/or counsels employees. 3. Ensures work crews observe safety standards and maintain a safe work environment. 4. Assists supervisor with coordinating, planning, scheduling, assigning, and reviewing work of assigned crew. Makes recommendations for long-term and short-term department goals 5. Conducts training for new employees in the correct procedures for while ensuring proper use of safety equipment 6. Supports supervisor in conducting periodic safety briefings for work crews. NON-ESSENTIAL FUNCTION: 1. Assists with City special events such as placing barricades and barriers. 2. Responds to calls during hurricanes, inclement weather, or other emergency situations. 3. Performs other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City and department rules, regulations, policies, and procedures. 2. Knowledge of ornamental grasses, trees, shrubs, and plants. 3. Knowledge of ornamental landscaping methods and techniques. 4. Knowledge of the proper planting techniques for various landscape materials. 5. Knowledge of soils and plant reactions to proper soil, water levels, light, chemicals. 6. Knowledge in the application and use of chemical herbicides and pesticides . 7. Knowledge of the City tree and landscape ordinance and how it affects commercial buildings, private property, and building permits. 8. Knowledge of plant identification. 9. Knowledge of horticulture and irrigation methods and techniques. 10. Knowledge of plant maturity heights and levels of growth . 11. Knowledge of landscape maintenance equipment and tools. 12. Knowledge of traffic control methods and procedures. 13. Knowledge of safety rules including accident causation and prevention. 14. Highly skilled in the operation of equipment assigned to permit maximum utilization of equipment capability, skill in operation of a wide variety of heavy equipment, particularly around public services like gas and power. Page 207 of 448 4 15. Communication skills to effectively communicate internally and externally, both orally and in writing. 16. Verbal skills to effectively communicate with co-workers, supervisors, the general public, over the telephone and two-way radio. 17. Leadership skills to serve as crew leader. 18. Writing skills to clearly and neatly complete routine forms records, and notes using correct English, grammar, punctuation, and spelling. 19. Math skills to perform basic calculations (add, subtract, multiply, divide). 20. Listening skills to understand and follow verbal instructions. 21. Physical skills, strength, and coordination to perform required tasks. 22. Hand/eye coordination skills to operate various machinery, power, and hand tools (i.e., chainsaw) and make fine adjustments. 23. Ability to direct the activities of crew members as a crew leader. 24. Ability to understand and follow oral and/or written policies, procedures, and instructions. 25. Ability to acquire and maintain appropriate operator qualifications to perform all job requirements. 26. Ability to work well with co-workers. 27. Ability to work under little or no supervision. 28. Ability to interact with the public in a calm and courteous manner. 29. Ability to operate heavy equipment. 30. Ability to perform manual labor. 31. Ability to work in all weather conditions. 32. Ability to climb on top of and crawl under various vehicles as required. 33. Ability to use computers and office productivity software. 34. Ability to operate a two-way radio/communication device. 35. Ability to use various power and hand tools. 36. Ability to remain alert when operating vehicles and equipment. 37. Ability to wear personal protective equipment (PPE). 38. Ability to read maps, blueprints, and technical drawings. 39. Ability to drive. Minimum Qualifications 1. Possess a high school diploma or GED. 2. Minimum of three (3) years’ experience working in landscape, hardscape, and right-of-way maintenance. 3. Possess a current and valid Alabama Driver’s License; must be insurable. 4. May be required to obtain Class B Commercial Driver's License (CDL) or ability to obtain this license within six (6) months of hire; must be insurable. 5. Ability to work on-call rotation, overtime, weekends, or emergencies as needed. 6. Ability to travel throughout City to perform job functions. 7. Ability to pass a pre-employment background check and an initial drug screen. Page 208 of 448 5 Physical Demands The work requires considerable and strenuous physical exertion such as frequent climbing of tall ladders, lifting heavy objects over 50 lbs., crouching, or crawling in restricted areas. Work Environment The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions, e.g., working at great heights, under extreme weather conditions, or similar situations where conditions cannot be controlled. Page 209 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Crew Leader Department: Streets Maintenance FLSA: Non-Exempt Grade: 10 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: May 2023 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Streets & Facility Maintenance Supervisor Subordinate Staff: Assigned Work Crews Internal Contacts: All City Departments External Contacts: General Public; Contractors; Suppliers; Vendors; Utility Companies Job Summary The employee receives assignments from the Streets and Facilities Maintenance Supervisor and is responsible for directing assigned crews on their daily work assignments related to street and asphalt repair, sidewalk construction and maintenance, and stormwater drainage system maintenance. Employee performs maintenance inspections on assigned equipment, notifies supervisor of equipment failures, and may assist with repairs. Employee performs other routine manual labor as assigned. The employee may serve as a work crew leader for specific tasks or assigned projects, and may be responsible for planning, scheduling, assigning personnel, and procuring material to complete assigned projects. This is a highly experienced and highly skilled job. Employee assists in training newer employees and serves as the crew leader at work sites. This job is considered safety-sensitive and is subject to pre-employment background check and random drug screens. Page 210 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Equipment Maintenance. Assists in the general maintenance of City equipment used in road construction and maintenance. 1. Ensures assigned crew(s) perform pre-work safety inspections of equipment. Works with supervisor and crews to schedule preventative maintenance and service needs of all trucks and equipment. 2. Performs minor repairs to assigned equipment 3. Performs daily and monthly safety and maintenance vehicle inspections on assigned equipment. 4. Reports equipment maintenance status to the supervisor. ESSENTIAL FUNCTION: Department Operations and Manual Labor. Performs manual labor tasks following departmental policies and procedures to ensure proper maintenance and efficient operations of the department. 1. Performs road and ROW repair and maintenance activities. 2. Constructs molds and forms to work with concrete. 3. Uses concrete saws and other drills and skill saws. 4. Ensures proper signage is visible during assigned operations. 5. Shovels asphalt, rocks, dirt, and other materials during road repairs 6. Performs flagman duties, as needed, while on road maintenance ESSENTIAL FUNCTION: Crew Leader. Employee leads work crews in assigned projects or work tasks. 1. Receives project assignments from supervisor, possibly through automated work order system. 2. Instructs and directs laborers and other construction/maintenance helpers. Inspects work assignments, coaches and/or counsels employees. 3. Ensures work crews observe safety standards and maintain a safe work environment. 4. Assists supervisor with coordinating, planning, scheduling, assigning, and reviewing work of assigned crew. Makes recommendations for long-term and short-term department goals Page 211 of 448 3 5. Conducts training for new employees in the correct procedures for street, sidewalk, and drainage maintenance and repair, while ensuring proper use of safety equipment 6. Supports supervisor in conducting periodic safety briefings for work crews. 7. Supports supervisor with line locate services before commencing digging of trenching operations 8. Assists supervisor in planning projects, and all phases of street and concrete maintenance ESSENTIAL FUNCTION: Street Maintenance and Repair Operations (as assigned). Operates heavy equipment to repair and maintain City streets, and ROW. Utilizes heavy and specialized equipment to maintain and repair the City drainage system, including pipes, ditches, and culverts. 1. Oversees maintenance and repair projects of City roads, sidewalks, and drainage systems 2. Oversees the maintenance and clearing of ROW and drainage . Determines easement guidelines prior to initiating work. Marks off the work site and parameters. 3. Maintains and repairs City streets. 4. Repairs potholes in City streets. 5. Installs and repairs curbs. 6. Constructs and repairs sidewalks. 7. Performs standard repairs on roads and drains. 8. Installs and repairs drains and culverts; measures and installs pipes. 9. Uses special equipment to measure grades and slope. NON-ESSENTIAL FUNCTION: 1. Assists with City special events such as placing barricades and barriers. 2. Responds to calls during hurricanes, inclement weather, or other emergency situations. 3. Performs other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job; # As assigned) 1. *Knowledge of City and department rules, regulations, policies, and procedures. 2. Knowledge of City streets, locations, and road and bridge systems. 3. Knowledge of state and federal laws pertaining to public roads, road work, and operation of equipment on roads and right of ways. 4. Knowledge of a variety of road building materials and methods. 5. Knowledge of basic civil engineering techniques and methods. Page 212 of 448 4 6. Knowledge of grades and slopes; ability to use special equipment to measure. 7. Knowledge of concrete work. 8. Knowledge of heavy equipment and power tool maintenance. 9. Extensive knowledge of practices applied in the use of a wide variety of heavy equipment for various maintenance and construction operations and utility installation and maintenance. 10. Knowledge of safety rules including accident causation and prevention. 11. Highly skilled in the operation of equipment assigned to permit maximum utilization of equipment capability, skill in operation of a wide variety of heavy equipment, particularly around public services like gas and power. 12. Communication skills to effectively communicate internally and externally, both orally and in writing. 13. Verbal skills to effectively communicate with co-workers, supervisors, the general public, over the telephone and two-way radio. 14. Leadership skills to serve as crew leader. 15. Reading skills to understand and interpret daily schedule, traffic signs, and other road signs. 16. Writing skills to clearly and neatly complete routine forms records, and notes using correct English, grammar, punctuation, and spelling. 17. Math skills to perform basic calculations (add, subtract, multiply, divide). 18. Listening skills to understand and follow verbal instructions. 19. Physical skills, strength, and coordination to perform required tasks. 20. Hand/eye coordination skills to operate various machinery, power, and hand tools (i.e., chainsaw) and make fine adjustments. 21. Ability to direct the activities of crew members as a crew leader. 22. Ability to understand and follow oral and/or written policies, procedures, and instructions. 23. Ability to acquire and maintain appropriate operator qualifications to perform all job requirements. 24. Ability to work well with co-workers. 25. Ability to work under little or no supervision. 26. Ability to interact with the public in a calm and courteous manner. 27. Ability to operate heavy equipment. 28. Ability to perform manual labor. 29. Ability to work in all weather conditions. 30. Ability to climb on top of and crawl under various vehicles as required. 31. Ability to use computers and office productivity software. 32. Ability to operate a two-way radio/communication device. 33. Ability to use various power and hand tools. 34. Ability to remain alert when operating vehicles and equipment. 35. Ability to wear personal protective equipment (PPE). 36. Ability to read maps, blueprints, and technical drawings. 37. Ability to drive. Minimum Qualifications Page 213 of 448 5 1. Possess a high school diploma or GED. 2. Minimum of three (3) years experience working in sidewalk construction and maintenance, working with concrete projects, and street repair and maintenance. 3. Possess a current and valid Alabama Driver’s License; must be insurable. 4. May be required to obtain Class A Commercial Driver's License (CDL) 5. Ability to work on-call rotation, overtime, weekends, or emergencies as needed. 6. Ability to travel throughout City to perform job functions. 7. Ability to pass a pre-employment background check and an initial drug screen. Physical Demands The work requires considerable and strenuous physical exertion such as frequent climbing of tall ladders, lifting heavy objects over 50 lbs., crouching, or crawling in restricted areas. Work Environment The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions, e.g., working at great heights, under extreme weather conditions, or similar situations where conditions cannot be controlled. Page 214 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Director of Planning & City Development Department: Planning FLSA: Exempt Grade: 16 Safety Sensitive: Yes Security Sensitive: No Job Description Prepared: April 2023 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all-inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Mayor Subordinate Staff: Planning & Zoning Manager, GIS Supervisor, Development Services Manager, Code Enforcement Officer; Graphical Information System (GIS) Technician; City Planner; Planning Technician; Planning Clerk Internal Contacts: Building, Planning, Water & Wastewater, Electric, Gas, Public Works, Engineering, Treasury, Elected Officials External Contacts: General Public Job Summary The purpose of the Director of Planning & City Development is to provide leadership and technical support associated with the City’s community development, urban planning, and development services in coordination with various City departments, elected officials, and community stakeholders. The Director of Planning & City Development will serve as the public face of the planning department and will lead the strategic implementation of planning and community engagement processes. The position will focus on the economic, environmental, and budgetary impacts of new commercial or residential development, and improvements to various developments, impacts of new and existing utility infrastructure, and transportation infrastructure. This job is considered safety- Page 215 of 448 2 sensitive and is subject to a pre-employment background check and random drug screens. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of reasonable accommodation. ESSENTIAL FUNCTION: Supervision and Management. Manages and oversees the daily operations and functions of the Department. Provides guidance and direction to department staff. 1. Serves as the department head for the Planning Department. 2. Supervises assigned employees. 3. Assigns, monitors, and coordinates work assignments. 4. Determines work procedures, prepares work schedules to expedite workflow. 5. Trains, evaluates, and disciplines employees; maintains current professional knowledge and required credentials. 6. Collaborates with the Mayor, Council, and other departments, as necessary. 7. Oversees the maintenance of files, documents, records, and reports related to the planning and developmental services functions. 8. Ensures assigned areas of responsibility are performed within budget; performs cost control activities; monitors revenues and expenditures in assigned area to ensure sound fiscal control. 9. Prepares and administers annual budget requests. 10. Ensures effective and efficient use of budgeted funds, personnel, materials, facilities, and time. 11. Assembles documents and reports; distributes as appropriate. 12. Establishes, maintains, and updates processes and procedures for the Department. 13. Ensures accuracy and timeliness of all work performed by Departmental employees. 14. Considers and approves schedules and leave for all assigned employees. 15. Ensures accuracy of timecards and time sheets for all assigned employees. 16. Ensures employees have appropriate tools and resources necessary to perform their jobs. 17. Conducts performance appraisals on assigned employees. 18. Works with the Human Resources (HR) Director in taking all personnel actions. 19. Coordinates all searches, interviews, and hires through the HR Department. Page 216 of 448 3 20. Interviews and selects prospective job applicants for vacant jobs; consults and coordinates with the HR Department and the Mayor. 21. Administers discipline as needed; follows designated City-approved personnel policies and procedures for disciplinary actions. 22. Ensures confidentiality as determined and appropriate. 23. Represents the department and City in a consistently professional and positive manner. ESSENTIAL FUNCTION: Departmental Operations. Employee performs a variety of duties covering the full spectrum of planning services and activities. 1. Provides leadership and direction in the development of short- and long- range plans. 2. Gathers, interprets, and prepares data for studies, reports, and recommendations. 3. Coordinates Department activities with other departments and agencies as needed. 4. Provides professional planning and land use advice to supervisor and other officials. 5. Delivers presentations to City Council, boards, commissions, civic groups, and the general public. 6. Communicates official plans, policies, and procedures to staff and the general public. 7. Studies and standardizes procedures to improve efficiency and effectiveness of operations. 8. Evaluates environmental information (including floodplain regulations) and recommends mitigation measures to reduce adverse impacts of development. 9. Develops and maintains a database of information for planning purposes. 10. Prepares a variety of studies, reports, and related information for decision- making purposes. 11. Analyzes community needs and develops programs to meet these needs in accordance with established City policies and available resources. 12. Oversees the development and implementation of growth management, land use, economic development, utility, housing, transportation, park and open space, facilities, solid waste or other plans and codes to meet the City's needs and any inter-governmental agreements or requirements. 13. Oversees the evaluation of land use proposals for conformity to established plans and ordinances; evaluates land use proposals to ensure compliance with applicable City, state, or federal laws. 14. Ensures the maintenance of accurate and complete records of department activities and of records relating to licenses, permits, maps, blueprints, overlay, and sketches pertinent to urban planning and development programs and projects. 15. Provides staff support to the Planning Commission, and Board of Adjustment and Appeals. Page 217 of 448 4 16. Responds to local citizens inquiring about City planning and zoning regulations and ordinances; resolves complex disputes between planners and applicants, as required. 17. Meets and confers with groups and organizations concerning planning and development services. 18. Attends professional development workshops and conferences to keep abreast of trends and developments in the field of municipal planning. 19. Serves as technical and professional advisor to the City Council, Planning Commission and other commissions and committees, as required by the Mayor, regarding matters pertaining to planning and zoning. 20. Prepares recommended changes to planning and zoning regulations and subsequent revisions for approval by the Planning Commission. 21. Monitors compliance with zoning and subdivision ordinances; maintains official maps, records and files related to areas of responsibility. 22. Oversees code enforcement activities. ESSENTIAL FUNCTION: Coordinate preparation and planning of additions and improvements to commercial and residential developments and utility infrastructure. 1. Confers with the Mayor on community planning and development; coordinates with City officials and other departments and agencies on new or proposed public and private projects and partnership developments including industrial developments. 2. Serves as technical advisor to the Mayor regarding City planning, development services such as utilities, engineering and public works as they relate to planning, zoning, and land use. 3. Coordinates and reviews all City planning and development services activities; works with City departments and external contacts to develop and manage short- and long-term City goals, objectives, policies, and procedures. Recommends projects and programs to be considered for action. 4. Maintains a comprehensive knowledge of City building and zoning codes and related laws and ordinances. Maintains a comprehensive knowledge of code, law, and ordinance interpretation in order to address enforcement or compliance issues 5. Recommends best practices related to land use and development services. Oversees planning including development of new and amendments to current zoning regulations and impacts of projects. 6. Coordinates and participates in the development and implementation of goals, objectives, policies, and priorities with various utility department programs. Works closely with utility superintendents, City Engineer, and the Mayor to oversee strategic development of department work plans, allocation of resources, and identification of priorities within the utilities departments to ensure efficient processes as they relate to planning, zoning, and land use. 7. Maintains thorough knowledge of the principles and practices of urban planning. 8. Plans, organizes, and reviews all urban planning and development services activities, including new development and capital improvement projects. Advises Page 218 of 448 5 internal and external stakeholders as to the environmental impact on various public utilities of new development and capital improvement projects. 9. Negotiates contractual agreements relating to community development between the City, community stakeholders, private developers, and various local, state, and federal agencies. 10. Researches eligible grant-funded projects, and confers with the Grants Coordinator, Treasurer, and City Council to determine need, interest, and buy-in for various improvements to be made within the community. 11.Sign off on _____ agreements 12. Monitors regulatory and legislative matters affecting urban planning and development services in coordination with other agencies. Coordinates legislative actions with City Council, and state and federal legislative delegation. 13. Provides technical assistance and advice to various economic development agencies, organizations, and authorities. Represents the Mayor and City at public meetings with industrial prospects, private developers, and state and federal officials. 14. Serves as technical advisor to the City Planning Commission, and other various groups regarding planning and growth in the City. NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) •Knowledge of the principles and practices of community development and urban planning. •Knowledge of laws and ordinances affecting community planning and development, and the principles and practices of public administration. •Knowledge of the political, social, and economic implications of planning. •Knowledge of the principles and practices of engineering as they apply to utility construction and maintenance, infrastructure and monitoring of development services. •Knowledge of budgetary procedures for a public organization. •Knowledge of legislative procedures for a public organization. •Skill in technical computer applications such as CAD, GIS, Sketchup, and Photoshop. •Skill in Adobe Suite and Office Suite. •Ability to coordinate the compilation of technical and statistical information and the preparation of complex reports. •Ability to read and interpret City building and zoning codes and related laws and ordinances. •Ability to understand building construction and infrastructure plans and, specifications for buildings and infrastructure of any complexity. Page 219 of 448 6 •Ability to apply principles of influence systems such as motivation, incentive, and leadership, and to exercise independent judgement to apply facts and principles for developing approaches and techniques to resolve problems. •Ability to exercise judgement, decisiveness, and creativity in situations involving broader aspects of organization programs and operations, moderately unstable situations, or the direction, control, and planning of an entire program or set of programs. •Ability to communicate, both orally and in writing. Minimum Qualifications 1. Bachelor’s degree in Urban Planning, Construction Management, Landscape Architecture, Public Administration, Environmental Science, Engineering, Business Administration, or related field; 2. 10 years of managerial experience in urban planning and development, code inspection and enforcement, program management, public administration, economic development, utilities coordination; 3. Or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities to perform this job. 4. Valid driver’s license and ability to be insurable by the City’s liability insurance carrier. Physical Demands The work is sedentary work which requires exerting up to 10 pounds of force. Work requires the ability to exert light physical effort which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight. Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate sounds, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally. Work Environment Work is performed in office and outdoor environments. Performance of essential functions may require exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature, and noise extremes, or traffic hazards. Page 220 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Gas Construction Crew Leader Department: Gas Department FLSA: Non-Exempt Grade: 10 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: March 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Gas Construction Supervisor Subordinate Staff: Gas Construction Technician I, Gas Construction Technician II, Gas Construction Technician III Internal Contacts: Gas Department; Water and Wastewater Department; Electric Department, Public Works External Contacts: General Public; Gas Customers; Contractors, Plumbers Job Summary Under the supervision of the Gas Construction Supervisor, this employee installs and maintains various sizes of gas lines, performs locates, repairs gas leaks, and performs plastic PE (polyethylene) welding/fusion tasks associated with gas line installation and maintenance. This employee must have the ability to operate various types of heavy equipment at a high level using advanced skills in the completion of highly complex and difficult excavation on properties, rights- of-way (ROW), and around other City utilities. The employee must be able to operate additional power tools required to complete a job. This employee will receive daily assignments from the assigned supervisor and is expected to perform under established procedures with final inspection of completed work. They will perform various types of maintenance inspections on assigned equipment, notify supervisor of equipment failures, and may assist with repairs. This job involves providing leadership and training for gas work crews in the performance of specific tasks Page 221 of 448 2 or job assignments. This job is considered safety-sensitive and is subject to a pre-employment background check and random drug screenings. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Crew Leadership. Employee provides leadership and training for Gas Department work crews in the performance of a range of tasks and duties. 1. Serves as work crew leader for Gas Department employees involved in the performance of specific assignments or tasks. 2. Creates job assignments for work crew members and monitors job performance. 3. Regularly focuses on the training of subordinates with an emphasis on safety at all times. 4. Reports job and task accomplishments to Gas Superintendent; notes any job performance problems to the Superintendent. ESSENTIAL FUNCTION: Scheduling. Employee is responsible for the scheduling of workflow and the timeline of production. 1. Schedules, coordinates, and communicates clearly to supervisors and crew members daily assigned tasks. 2. Documents all work performed in a detailed manner. ESSENTIAL FUNCTION: Line Installation and maintenance. Install various sizes of gas lines within the department’s service area according to company procedures. 1. Installs high- and low-pressure residential and commercial gas lines under the direction of the Crew Leader. 2. Ensures that line installations have been properly performed through work inspections under the direction of the Crew Leader. 3. Operates equipment used to install and maintain gas service lines. 4. Installs gas main distribution lines under the direction of the Crew Leader. ESSENTIAL FUNCTION: Valve Maintenance. Inspects and maintains gas service line valves within the service area. 1. Consults Gas Superiors for unusual or unconventional valve problems. Page 222 of 448 3 2. Performs valve maintenance and preventative methods according to company procedures. ESSENTIAL FUNCTION: Meter Setting. Sets residential and commercial gas service meters throughout the service area. 1. Installs residential and commercial gas service meters for homes and businesses within the service area. 2. Ensures newly installed meters are operating effectively following installation. ESSENTIAL FUNCTION: High Pressure Stations. Installs and maintains high pressure gas regulatory stations within the service area under the supervision of Crew Leader. 1. Installs high pressure gas regulatory stations utilizes the most current operational station features according to company procedures. 2. Performs preventive maintenance for existing high-pressure regulatory stations. ESSENTIAL FUNCTION: Performs Welding and Other Procedures Used to Install Gas Lines. Installs gas service lines throughout the service area for residential and commercial customers. 1. Install gas lines (main and service lines) within the Gas Department service area. 2. Plots or lays out gas line service plans for new developments. 3. Landscapes gas line installation site and areas following project completion. 4. Performs skilled welding and fusion tasks associated with gas line installation and construction. 5. Observes all established safety regulations and precautions when installing gas lines and welding. 6. ESSENTIAL FUNCTION: Equipment Operation. Operates equipment utilized in installing gas service lines. 1. Operates equipment such as trucks, trenchers and backhoes used to install gas service lines. 2. Monitors all equipment for needed repairs or maintenance. Page 223 of 448 4 ESSENTIAL FUNCTION: Line Patrol. Regularly patrols gas service and main lines within the service area to identify problems. 1. Performs regular gas line patrols along streets, highways, utility right of ways and new construction sites to identify line problems. 2. Informs higher management of identified problem areas to make needed repairs. NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned, including special events. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of City geography, roads, streets, and gas service system. 3. Knowledge of leadership skills to serve as crew leader. 4. Knowledge of grades and slopes; ability to use special equipment to measure. 5. Knowledge of heavy equipment and power tool maintenance. 6. Knowledge of practices applied in the use of a wide variety of heavy equipment for various maintenance and construction operations and utility installation and maintenance. 7. Knowledge of underground gas line installation procedures and practices. 8. Knowledge of safety rules including accident causation and prevention. 9. Skilled in the operation of equipment assigned, particularly around public services like gas and power. 10. Ability to train subordinates efficiently and safely. 11. Ability to use strong critical thinking, problem solving and multi-tasking skills. 12. Ability to effectively communicate with co-workers, supervisors, or the public by means of telephone, radio, email etc. 13. Ability to effectively communicate internally, both orally and in writing. 14. Ability to attend training programs or workshops. 15. Ability to perform basic calculations (add, subtract, multiply, divide). 16. Ability to acquire and maintain appropriate operator qualifications to perform all job requirements. 17. Ability to perform skilled PPE (polyethylene) welding/fusion operations according to company procedures. 18. Ability to maintain professional attitude. 19. Ability to travel throughout City to perform job functions. 20. Ability to use devices for documentation, communication, and development. 21. Ability to deal with all contacts in a courteous and patient manner. 22. Ability to work under no supervision. 23. Ability to work well with co-workers. 24. Ability to climb in and out of holes or confined spaces. Page 224 of 448 5 25. Ability to perform gas leak investigations without supervision. 26. Ability to perform daily equipment and tool inspections to ensure care, proper maintenance, and safety. 27. Ability to work in all weather conditions. 28. Ability to use computers and office productivity software. 29. Ability to use various power and hand tools. 30. Ability to remain alert when operating vehicles and equipment. 31. Ability to wear personal protective equipment (PPE). 32. Ability to read maps, blueprints, and technical drawings. Minimum Qualifications 1. Possess a high school diploma or GED. 2. Possess a current Class A Commercial Driver’s License (CDL), and be insurable. 3. Minimum of four (4) years of experience in the natural gas industry. 4. Ability to work on-call rotation, overtime, weekends, or emergencies as needed. 5. Progressive work experience in leadership roles in the Natural Gas Industry. 6. Ability to pass a pre-employment background check and an initial drug screen. Physical Demands The work requires considerable and strenuous physical exertion such as the usage of hand digging equipment, working outdoors daily in the elements, climbing tall ladders, lifting heavy objects over 50 lbs., crouching, or crawling in confined spaces. Work Environment The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions such as working under extreme weather conditions, gaseous atmospheres, or similar situations where conditions cannot be controlled. Page 225 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Gas Construction Technician I Department: Gas Department FLSA: Non-Exempt Grade: 5 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: March 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Gas Crew Leader, Gas Supervisors Subordinate Staff: None Internal Contacts: Gas Department; Water and Wastewater Department; Electric Department, Public Works External Contacts: General Public; Contractors Job Summary Under the daily supervision of the Gas Crew Leader, this employee repairs gas lines, digs gas service line trenches and installs gas services to homes and businesses within the service area. This is an entry-level position in which the employee will work under the close direction of their Crew Leader and Construction Supervisor. The employee may be required to perform such tasks such as, but not limited to: Operating equipment utilized in gas line installation and repair, responding to emergency or hazardous situations, responding to information requests or general questions from the public. This job is considered safety-sensitive and is subject to a pre-employment background check and random drug screenings. Page 226 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of reasonable accommodation. ESSENTIAL FUNCTION: Line Repair. Repairs gas as part of gas line service crews. As a Technician I, works under close direction of the Crew Leader. 1. Repairs gas line leaks or other problems. 2. Ensures line repairs have been properly performed through work inspections. ESSENTIAL FUNCTION: Line Installation and maintenance. Install various sizes of gas lines within the department’s service area according to company procedures. 1. Installs residential and commercial gas services. 2. Ensures that line installations have been properly performed through work inspections. 3. Installs gas main distribution lines. ESSENTIAL FUNCTION: Line Trenching. Opens gas service line trenches utilizing ditching methods such as shovels or various types of mechanized equipment. 1. Uses ditching equipment to open service line or gas main trenches for installation of new gas lines. 2. Ensures new service or main trenches are properly dug and backfilled. ESSENTIAL FUNCTION: Emergency Response. Responds to gas system emergencies as part of designated emergency response team. 1. Responds to gas system emergencies as part of a designated emergency response team. 2. Serves in a supporting and assisting role for emergency response team members. ESSENTIAL FUNCTION: Public Relations. Responds to questions or information requests from the public when on job sites. 1. Responds to all public requests for information or assistance and refers these requests to the proper sources in a professional and courteous manner. Page 227 of 448 3 NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned, including special events. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of service area geography, street, and road systems. 3. *Knowledge of municipal gas service systems and operations. 4. *Knowledge of gas line repair and installation techniques and procedures. 5. Ability to effectively communicate with co-workers and supervisors. 6. Ability to prepare reports using correct English, grammar, punctuation, and spelling. 7. Ability to understand verbal supervisory instructions. 8. Ability to effectively communicate internally, both orally and in writing. 9. Ability to attend training programs or obtain additional certifications for professional development, whether through travel or local. 10. Ability to perform basic calculations (add, subtract, multiply, divide). 11. Ability to use basic hand tools required to complete job tasks. 12. Ability to use devices such as tablets, computers, phones. 13. Ability to work overtime, weekends and respond to emergency calls. 14. Ability to operate a vehicle and respond when called upon in a timely manner. Minimum Qualifications 1. Possess a high school diploma or GED. 2. Possess a current driver license; must be insurable. 3. Ability to pass a pre-employment background check and an initial drug screen. Physical Demands This work requires considerable and strenuous physical exertion such as frequent usage of hand digging equipment, working outdoors daily in the elements, climbing of tall ladders, lifting heavy objects over 50 lbs., crouching, or crawling in confined spaces. Work Environment Page 228 of 448 4 The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions such as working under extreme weather conditions, gaseous atmospheres, or situations where conditions cannot be controlled. Page 229 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Gas Construction Technician II Department: Gas Department FLSA: Non-Exempt Grade: 6 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: March 2024 1. Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all- inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Gas Crew Leader, Gas Supervisors Subordinate Staff: None Internal Contacts: Gas Department; Water and Wastewater Department; Electric Department, Public Works External Contacts: General Public; Gas Customers; Contractors Job Summary Under the daily supervision of the Gas Crew Leader, this employee installs and maintains various sizes of gas lines, performs locates, repairs gas leaks, and performs plastic PE (polyethylene) welding/fusion tasks associated with gas line installation and maintenance. This is an entry-level position in which the employee will work under the close direction of their Crew Leader and Construction Supervisor. This employee has the ability to operate heavy equipment associated with gas line installation and maintenance as needed. This employee responds to emergency or hazardous situations such as blowing gas lines and leaks when required under direct supervision. This job is considered safety- sensitive and is subject to a pre-employment background check and random drug screenings. Page 230 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of reasonable accommodation. ESSENTIAL FUNCTION: Line Installation and maintenance. Install various sizes of gas lines within the department’s service area according to company procedures. 1. Installs high and low pressure residential and commercial gas lines. 2. Ensures that line installations have been properly performed through work inspections. 3. Operates equipment used to install and maintain gas service lines. 4. Installs gas main distribution lines. ESSENTIAL FUNCTION: Valve Maintenance. Inspects and maintains gas service line valves within the service area. 1. Consults Gas Superiors for unusual or unconventional valve problems. ESSENTIAL FUNCTION: Meter Setting. Sets residential and commercial gas service meters throughout the service area. 1. Installs residential and commercial gas service meters for homes and businesses within the service area. 2. Ensures newly installed meters are operating effectively following installation. ESSENTIAL FUNCTION: High Pressure Stations. Installs and maintains high pressure gas regulatory stations within the service area under the supervision of Crew Leader. 1. Installs high pressure gas regulatory stations utilizes the most current operational station features according to company procedures. 2. Performs preventive maintenance for existing high-pressure regulatory stations. Page 231 of 448 3 ESSENTIAL FUNCTION: Line Patrol. Regularly patrols gas service and main lines within the service area to identify problems. 1. Performs regular gas line patrols along streets, highways, utility right of ways and new construction sites to identify line problems. 2. Informs higher management of identified problem areas to make needed repairs. NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned, including special events. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of service area geography, street, and road systems. 3. Knowledge of municipal gas service systems and operations. 4. Knowledge of modern cathodic protection systems to prevent line corrosion. 5. Knowledge and ability to operate heavy equipment used in gas pipeline installation and maintenance. 6. Knowledge and ability to perform gas pipe fusions according to company procedures. 7. Ability to provide clear documentation of daily work activities. 8. Ability to attend training programs or obtain additional certifications for professional development, whether through travel or local. 9. Ability to understand and apply verbal supervisory instructions. 10. Ability to perform basic calculations (add, subtract, multiply, divide). 11. Ability to apply problem solving techniques and use critical thinking skills. 12. Ability to remain safety minded at all times. 13. Ability to use a wide range of power tools safely. 14. Ability to use line locate equipment to pinpoint underground pipelines. 15. Ability to effectively communicate with co-workers, supervisors, and the public. 16. Ability to perform traffic control duties when asked. 17. Ability to acquire and maintain appropriate operator qualifications to perform all job requirements. 18. Ability to use devices such as phones, tablets, computers, and office productivity software. 19. Ability to set and maintain residential and commercial gas service meters. 20. Ability to deal with all contacts in a courteous and patient manner. 21. Ability to prioritize work projects and multi-task. 22. Ability to work with little or no supervision. 23. Ability to perform gas leak investigations under supervision. Page 232 of 448 4 24. Ability to perform daily equipment and tool inspections to ensure care, proper maintenance, and safety. 25. Ability to work after hours, respond to emergencies, perform on-call duties, or come in at a moment’s notice when called. Minimum Qualifications 1. Possess a high school diploma or GED. 2. Possess a current driver license; must be insurable. 3. Minimum of one (1) year of experience in municipal gas system operations. 4. Ability to pass a pre-employment background check and an initial drug screen. 5. May be required to obtain a Commercial Drivers’ License (CDL) Class A. Physical Demands The work requires considerable and strenuous physical exertion such as the usage of hand digging equipment, working outdoors daily in the elements, climbing tall ladders, lifting heavy objects over 50 lbs., crouching, or crawling in confined spaces. Work Environment The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions such as working under extreme weather conditions, gaseous atmospheres, or similar situations where conditions cannot be controlled. Page 233 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Gas Construction Technician III Department: Gas Department FLSA: Non-Exempt Grade: 8 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: March 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Gas Crew Leader, Gas Supervisors Subordinate Staff: None Internal Contacts: Gas Department; Water and Wastewater Department; Electric Department, Public Works External Contacts: General Public; Gas Customers; Contractors Job Summary Under the daily supervision of the Crew Leader and Construction Supervisor , the employee installs and maintains various sizes of gas lines, performs locates, repairs gas leaks, and performs plastic PE (polyethylene) welding/fusion tasks associated with gas line installation and maintenance. This employee must have the ability to operate various types of heavy equipment using advanced skills in the completion of highly complex and difficult excavation on properties, rights-of-way (ROW), and around other City utilities. The employee must be able to operate additional power tools required to complete a job. This employee will receive daily assignments from the assigned supervisor and is expected to perform under established procedures with final inspection of completed work. They will perform various types of maintenance inspections on assigned equipment, notify supervisor of equipment failures, and may assist with repairs. The employee may serve as a work crew leader for specific tasks or assigned projects when necessary and Page 234 of 448 2 closely assists the Crew Leader on assigned tasks daily. This is a highly experienced, highly skilled job with the responsibility of subordinates and their training needs. This job is considered safety-sensitive and is subject to pre-employment background check and random drug screens. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of reasonable accommodation. ESSENTIAL FUNCTION: Line Installation and maintenance. Install various sizes of gas lines within the department’s service area according to company procedures. 1. Installs high and low pressure residential and commercial gas lines. 2. Ensures that line installations have been properly performed through work inspections. 3. Operates equipment used to install and maintain gas service lines. 4. Installs gas main distribution lines. ESSENTIAL FUNCTION: Valve Maintenance. Inspects and maintains gas service line valves within the service area. 1. Consults Gas Superiors for unusual or unconventional valve problems. ESSENTIAL FUNCTION: Meter Setting. Sets residential and commercial gas service meters throughout the service area. 1. Installs residential and commercial gas service meters for homes and businesses within the service area. 2. Ensures newly installed meters are operating effectively following installation. ESSENTIAL FUNCTION: High Pressure Stations. Installs and maintains high pressure gas regulatory stations within the service area under the supervision of Crew Leader. 1. Installs high pressure gas regulatory stations utilizes the most current operational station features according to company procedures. Page 235 of 448 3 2. Performs preventive maintenance for existing high -pressure regulatory stations. ESSENTIAL FUNCTION: Line Patrol. Regularly patrols gas service and main lines within the service area to identify problems. 1. Performs regular gas line patrols along streets, highways, utility right of ways and new construction sites to identify line problems. 2. Informs higher management of identified problem areas in order to make needed repairs. ESSENTIAL FUNCTION: Equipment Operation. Operates equipment to accomplish a full range of assignments and tasks, including the most complex projects. 1. Receives daily tasks and assignments from supervisor. 2. Drives and operates equipment for gas department or division. 3. Operates heavy equipment on job sites, such as, but not limited to: backhoe, track hoe, excavator, trenchers, plow tractors, front-end loader, skid steer, bulldozer, and dump truck. 4. Monitors gauges and other indicators during equipment operation for non - standard conditions. 5. Operates heavy equipment around dange rous gas, power, water lines and other utilities. 6. Wears safety equipment and clothing (PPE) according to company procedures, to protect self and others from bodily or property damage. 7. Follows plans and instructions regarding projects. 8. Maintains a log of daily activities. 9. Completes assignments within specified time frames. 10. Trains others on tasks and equipment when time and conditions are appropriate. ESSENTIAL FUNCTION: Equipment Maintenance. Assists in the general maintenance of City equipment used in road construction and maintenance. 1. Performs pre-work safety inspections of equipment. 2. Performs daily and monthly safety and maintenance vehicle inspections on assigned equipment. 3. Performs preventative maintenance on assigned equipment. 4. Ensures assigned equipment is properly fueled. 5. Reports equipment maintenance status to the supervisor. 6. Performs work or may assist other repairmen with minor mechanical repairs. Page 236 of 448 4 ESSENTIAL FUNCTION: Department Operations and Manual Labor. Performs manual labor tasks following departmental policies and procedures to ensure proper maintenance and efficient operations of the department. 1. Maintains a daily log of activities. 2. Uses a wide range of power tools to complete job tasks such as, concrete saws, chain saws, drills, weed eaters etc. 3. Clears roads of fallen trees, limbs, and other items following storms or emergencies. 4. Ensures proper signage is visible during assigned operations. 5. Uses hand tools such as saws, hammers, and shovels. 6. Shovels asphalt, rocks, dirt, and other materials during road repairs and landscape work. 7. Performs flagman duties, as needed, while on road maintenance or horticulture jobs. ESSENTIAL FUNCTION: Crew Leader. Employee may lead work crews in assigned projects or work tasks when needed in the absence of Crew Leader. 1. Receives project assignments from supervisor. 3. Instructs and directs laborers and other construction/maintenance helpers. 4. Ensures work crews observe safety standards and maintain a safe work environment. 5. Oversees the maintenance and repair of equipment, and tools assigned. 6. Maintains activity log accounting for time and materials of a project. NON-ESSENTIAL FUNCTION: 1. Assists with City special events such as placing barricades and barriers. 2. Responds to calls during hurricanes, inclement weather, or other emergency situations. 3. Performs other job-related duties as required or assigned, including special events. Knowledge, Skills and Abilities (* Can be acquired on the job; # As assigned) 1. *Knowledge of City and department rules, regulations, policies, and procedures. 2. Knowledge of City streets, locations, and road and bridge systems. 3. Knowledge of state and federal laws pertaining to public roads, road work, and operation of equipment on roads and right of ways. 4. Knowledge of grades and slopes; ability to use special equipment to measure. Page 237 of 448 5 5. Knowledge of heavy equipment and power tool maintenance. 6. Knowledge of practices applied in the use of a wide variety of heavy equipment for various maintenance and construction operations and utility installation and maintenance. 7. Knowledge of underground gas line installation procedures and practices. 8. Knowledge of safety rules including accident causation and prevention. 9. Ability to operate equipment assigned to permit maximum utilization of equipment capability, skilled in operation of a wide variety of heavy equipment, particularly around public services like gas and power. 10. Ability to effectively communicate internally and externally, both orally and in writing, including grammar, punctuation, and spelling. 11. Ability to use all forms of communication, including telephone, radio, email, etc. 12. Ability to travel throughout City to perform job functions. 13. Ability to understand and interpret daily schedule, traffic signs, and other road signs. 14. Ability to perform basic math calculations (add, subtract, multiply, divide). 15. Ability to operate various machinery and tools. 16. Ability to understand and follow verbal instructions. 17. Ability to understand and follow oral and/or written policies, procedures, and instructions. 18. Ability to attend training programs or obtain additional certifications for professional development, whether through travel or local. 19. Ability to acquire and maintain appropriate operator qualifications to perform all job requirements. 20. Ability to work well with co-workers. 21. Ability to work under little or no supervision. 22. Ability to interact with the public in a calm and courteous manner. 23. Ability to work in all weather conditions. 24. Ability to use computers and office productivity software. 25. Ability to use technical devices for documentation and communication. 26. Ability to use various power and hand tools. 27. Ability to remain alert when operating vehicles and equipment. 28. Ability to wear personal protective equipment (PPE). 29. Ability to read maps, blueprints, and technical drawings. 30. Ability to perform gas leak investigations without supervision. 31. Ability to perform daily equipment and tool inspections to ensure care, proper maintenance, and safety. 32. Ability to work after hours, respond to emergencies, perform on-call duties, or come in at a moment’s notice when called. Minimum Qualifications 1. Possess a high school diploma or GED. 2. Minimum of three (3) years of work experience in the field. Page 238 of 448 6 3. Possess a current and valid Class A Commercial Driver’s License (CDL); must be insurable. 4. Ability to pass a pre-employment background check and an initial drug screen. Physical Demands The work requires considerable and strenuous physical exertion such as the usage of hand digging equipment, working outdoors daily in the elements, climbing tall ladders, lifting heavy objects over 50 lbs., crouching, or crawling in and out of confined spaces. Work Environment The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions such as working under extreme weather conditions, gaseous atmospheres, or similar situations where conditions cannot be controlled. Page 239 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Gas Inspector Department: Gas Department FLSA: Non-Exempt Grade: 8 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: March 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Gas Construction Supervisor, Other Gas Supervisors Subordinate Staff: None Internal Contacts: Gas Department; Water and Wastewater Department; Electric Department, Public Works, Building Department; Planning Department; Geographic Information Systems (GIS) External Contacts: General Public; Businesses; Plumbers; Contractors Job Summary Under the daily supervision of the Gas Construction Supervisor, this employee performs gas service inspections for residential and commercial customers in the service area. The employee inspects residential and commercial gas service meter installations, ensures service truck is completely stocked and responds to gas service emerge ncy calls. Prepares service inspection reports for leaks or other problems. Operates equipment associated with gas line and gas meter service installation and inspection. This job is considered safety-sensitive is subject to a pre-employment background check and random drug screenings. Page 240 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Gas Line and Meter Inspection. Inspects commercial and residential gas lines and meters for proper operation; ensures lines and meters are fully safe for service. 1. Inspects gas lines and meters to determine all installation or service procedures have been followed and that lines and meters are safe to operate. 2. Ensures all gas lines and meters installed conform to established regulations or codes. ESSENTIAL FUNCTION: Meter Setting. Sets residential and commercial gas service meters throughout the service area. 1. Installs residential and commercial gas service meters for homes and businesses within the service area. 2. Ensures newly installed meters are operating effectively following installation. ESSENTIAL FUNCTION: Emergency Response. Regularly responds to emergencies during normal working hours. 1. Serves as the on-call point of contact during scheduled working hours. 2. Responds to various types calls such as but not limited to the following: leaks, line breaks and smell concerns on an as needed basic while performing scheduled tasks. 3. Must be able to manage daily duties while receiving calls from dispatchers. ESSENTIAL FUNCTION: Prepares Reports. Prepares reports concerning gas leaks or other problems. 1. Prepares written reports documenting gas leaks or other problems. 2. Maintains file of all reports submitted. NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned. Page 241 of 448 3 Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of City geography, road, streets, and gas systems. 3. Knowledge of gas line and gas meter inspection procedures. 4. Knowledge of heavy equipment used in gas line installation and maintenance and their operation. 5. Ability to effectively communicate internally, both orally and in writing . 6. Ability to effectively communicate with co-workers, supervisors, contractors, and the general public. 7. Ability to use specialized equipment such as: CGI, RMLD, Locating equipment, pinch-off tools. 8. Ability to apply strong problem solving and critical thinking skills. 9. Ability to work at a 2-1 span of control. 10. Ability to prepare reports and other materials using correct English, grammar, punctuation, and spelling. 11. Ability to understand and document customer complaints and questions. 12. Ability to perform basic calculations (add, subtract, multiply, divide). 13. Ability to troubleshoot gas line and meter problems. 14. Ability to acquire and maintain appropriate operator qualifications to perform all job requirements. 15. Ability to operate standard office equipment. 16. Ability to use computers and office productivity software. 17. Ability to maintain professional attitude. 18. Ability to use a telephone. 19. Ability to deal with all contacts in a courteous and patient manner. 20. Ability to operate heavy equipment associated with gas line and gas meter inspection and installation. 21. Ability to prioritize work projects and multi-task. 22. Ability to organize files and work projects. 23. Ability to work with little or no supervision. 24. Ability to operate standard and commercial vehicles. Minimum Qualifications 1. Possess a high school diploma or GED. 2. Possess a current Class A Commercial Driver’s License (CDL) or be able to obtain this license within six (6) months of employment; must be insurable. 3. Minimum of four (4) years of experience in gas systems. 4. Journeyman/Master Gas Fitters License or ability to obtain within first year of employment. 5. Previous work experience which includes gas emergency response. Page 242 of 448 4 6. Ability to work overtime and after hours as needed. 7. Ability to travel to attend training workshops or professional development classes. 8. Ability to pass a pre-employment background check and an initial drug screen. Physical Demands The work requires some physical exertion such as long periods of standing; walking over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching or similar activities; recurring lifting moderately heavy items such as record boxes. The work may require specific, but common, physical characteristics and abilities such as above-average agility and dexterity. This work may require considerable and strenuous physical exertion such as the usage of hand digging equipment, working outdoors daily in the elements, climbing tall ladders, lifting heavy objects over 50 lbs., crouching, or crawling in confined spaces. Work Environment The work involves moderate risks or discomforts which require special safety precautions. Employees may be required to use protective clothing or gear such as fire resistant personal protective equipment (PPE), masks, boots, goggles, gloves, or shields. The work environment involves high risks with exposure to potentially dangerous situations o r unusual environmental stress which require a range of safety and other precautions such as working under extreme weather conditions, gaseous atmospheres, or situations where conditions cannot be controlled. Page 243 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Gas Line Locator Department: Natural Gas FLSA: Non-Exempt Grade: 6 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: March 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Construction Supervisor, Other Gas Supervisors Subordinate Staff: None Internal Contacts: Utilities Departments; Public Works Department; Planning Department; Geographic Information Systems (GIS) External Contacts: General Public; Contractors; Vendors; Utility Companies Job Summary Under the daily supervision of the Gas Construction Supervisor, this employee locates natural gas lines throughout the City’s service area using electronic detection equipment. The employee interprets and verifies location data and performs visual inspections of work areas. The employee informs City utility staff and relevant third parties of line locations to avoid line damage or service conflicts. The employee interacts with contractors, surveyors, and customers to determine and verify utility location information. The employee maps new utility installations, coordinates infrastructure location work with all applicable City departments and private contractors and maintains detailed location records for compliance with Alabama’s One Call system (811 System). The employee may assist utility installers and maintainers providing utility services . The employee responds to emergency gas calls as required. This employee reviews new construction Page 244 of 448 2 sites for utility service locations and site issues or concerns for service. This job is considered safety sensitive and is subject to pre-employment background checks and random drug screenings. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Locates underground gas lines. Utilizes electronic detection equipment to locate underground utility. 1. Uses electronic detection equipment to locate and mark natural gas lines in the City. 2. Interprets and verifies location data to ensure data accuracy; cross - references data with other data sources to ensure accuracy of locations. 3. Informs City utility staff and relevant third parties of service line locations. 4. Maps new utility infrastructure as it is installed. 5. Operates and maintains ground penetrating radar machine utilized in locating operations. 6. Maintains detailed infrastructure location records to comply with state’s One Call (811 System) system. ESSENTIAL FUNCTION: Utility Service Connections. Assists with connecting and establishing service to residences and businesses within the City’s service area. 1. Connects residential and commercial service customers to the City’s service network according to company procedures. 2. Troubleshoots connections to ensure proper operation. ESSENTIAL FUNCTION: Emergency Response. Responds to utility systems emergencies such as line leaks or line damage. 1. Responds to gas system emergencies during regular work hours as well as during non-routine working hours. 2. Serves as member of designated emergency response team as required. Page 245 of 448 3 ESSENTIAL FUNCTION: Equipment Maintenance. Maintains a variety of equipment associated with locating natural gas lines and associated components. 1. Responsible for the maintenance needed for all equipment utilized in this job; reports needed maintenance to higher management. NON-ESSENTIAL FUNCTION: 1. Assists work crews in the installation of gas lines, meters, and regulators in new residential and commercial areas as needed. 2. Assists in troubleshooting solutions regarding gas systems. 3. Performs other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of City geography, roads, streets, and underground utility systems. 3. *Knowledge of underground electronic utility detection equipment. 4. *Knowledge of municipal utility system operations. 5. *Knowledge of City gas, electric, water and sewer systems. 6. Ability to effectively communicate both orally and in writing. 7. Ability to effectively communicate with co-workers, supervisors, the general public and over the telephone or in person. 8. Ability to attend training programs or obtain additional certifications for professional development, whether through travel or local. 9. Ability to prepare and maintain detailed reports and other materials using correct English, grammar, punctuation, and spelling. 10. Ability to understand and interpret City policies and guidelines. 11. Ability to perform basic calculations (add, subtract, multiply, divide). 12. Ability to use and maintain electronic utility infrastructure locating equipment. 13. Ability to acquire and maintain appropriate operator qualifications to perform all job requirements. 14. Ability to read and understand construction drawings and plans. 15. Ability to use devices such as phones, tablets, laptops, desktops, and office productivity software. 16. Ability to maintain professional attitude. 17. Ability to deal with all contacts in a courteous and patient manner. 18. Ability to handle dynamic situations in a calm and courteous manner. 19. Ability to prioritize work projects and multi-task. 20. Ability to organize files and work projects. 21. Ability to work with little or no supervision. Page 246 of 448 4 Minimum Qualifications 1. Possess a high school diploma or GED. 2. Possess a current driver license; must be insurable. 3. Possess or ability to obtain Professional Utility Locator certification within a prescribed time after hire. 4. Ability to work non-standard hours and emergencies. 5. Ability to pass a pre-employment background check and an initial drug screen. Physical Demands The work requires some physical exertion such as long periods of standing; walking over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching or similar activities; recurring lifting moderately heavy items such. The work may require specific, but common, physical characteristics and abilities such as above - average agility and dexterity. This work could require frequent usage of hand digging equipment, working outdoors daily in the elements, climbing tall ladders, lifting heavy objects over 50 lbs., crouching, or crawling in confined spaces. Work Environment The work involves moderate risks or discomforts which require special safety precautions. Employees may be required to use protective clothing or gear such as fire resistant personal protective equipment (PPE), masks, boots, goggles, gloves, or shields. The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions such as working under extreme weather conditions, gaseous atmospheres, or situ ations where conditions cannot be controlled. Page 247 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Gas Measurement Crew Leader Department: Gas Department FLSA: Non-Exempt Grade: 9 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: March 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Gas Maintenance Supervisor Subordinate Staff: None Internal Contacts: Gas Department; Water and Wastewater Department; Electric Department; Public Works Department; Planning Department; Geographic Information Systems (GIS) External Contacts: General Public; Contractors; Vendors; Utility Companies Job Summary Under the supervision of the Gas Maintenance Supervisor, this employee performs a range of tasks within the Gas Department including monitoring odorant levels, inspecting gas regulators and main valves, monitoring cathodic protection levels, maintain right-of- way (ROW) markers, inspecting for atmospheric corrosion, monitoring high pressure flow conditions. This employee also performs painting and pipe threading tasks and operates equipment (backhoes, tractors, excavators, trenchers, power equipment, trucks). The employee may serve as a work crew leader for specific tasks or as signed projects when necessary and closely assists the Maintenance Supervisor on assigned tasks daily. This job is considered safety-sensitive and is subject to a pre-employment background check and random drug screenings. Page 248 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Gas Department Operating Tasks. Performs a wide range of Department operational tasks associated with gas maintenance procedures. 1. Monitor gas line odorant levels to ensure safe operations. 2. Inspects and repairs (if needed) gas regulators and main valves. 3. Monitors cathodic protection levels for gas lines. 4. Maintains ROW markers at work sites. 5. Performs line inspections for atmospheric corrosion. 6. Maintains high volume gas meters. 7. Patrols and inspects gas lines for leaks. 8. Inspects gas lines for atmospheric corrosion. 9. Monitors gas lines for high- and low-pressure flow conditions. 10. Paints and threads gas line piping. 11. Designs high volume meter sets. 12. Designs regulator stations and protection. 13. Understands the Pipeline Safety Regulations parts 191-192. 14. Follows maintenance procedures and keeps them updated in accordance with Pipeline Safety Regulations 192. 15. Participate in yearly inspections performed by State and/or Federal regulatory commissioners. ESSENTIAL FUNCTION: Operates power equipment. Operates light equipment utilized in gas maintenance and repairs. 1. Operates tractors, backhoes, excavators, trenchers, power equipment, and trucks. 2. Monitors all equipment for needed repairs or service. NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned, including special events. Knowledge, Skills and Abilities (* Can be acquired on the job) Page 249 of 448 3 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of City geography, road, and street systems. 3. Knowledge of municipal gas system service and operating systems. 4. Ability to effectively communicate internally and externally, both orally and in writing. 5. Ability to effectively communicate with co-workers, supervisors, the general public and over the telephone. 6. Ability to travel to attend professional development training programs and workshops. 7. Ability to prepare reports and other materials using correct English, grammar, punctuation, and spelling. 8. Ability to perform basic calculations (add, subtract, multiply, divide). 9. Ability to safely and effectively operate equipment used in gas system operations. 10. Ability to acquire and maintain appropriate operator qualifications to perform all job requirements. 11. Ability to read and understand pressure gauges. 12. Ability to understand and utilize global positioning system (GPS) information devices associated with gas system service and repair. 13. Ability to use a telephone. 14. Ability to deal with all contacts in a courteous and patient manner. 15. Ability to operate standard and commercial vehicles. Minimum Qualifications 1. Possess a high school diploma or GED. 2. Possess a current and valid driver’s license; must be insurable. 3. Minimum of three (3) years of experience in public gas system operations. 4. Possess Journeyman Gas Fitter certification. 5. Possess a Class A Commercial Driver License (CDL). 6. May be required to obtain the following: a. CP 1 (Corrosion Professional) certification. b. Master Gas Fitters certification. 7. Ability to pass a pre-employment background check, initial drug screen, as well as random drug screen. Physical Demands The work requires considerable and strenuous physical exertion such as frequent climbing of tall ladders, lifting heavy objects over 50 lbs., crouching, or crawling in restricted areas. Page 250 of 448 4 Work Environment The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions, e.g., working at great heights under extreme weather conditions, or similar situations where conditions cannot be controlled. Page 251 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Gas Measurement Technician I Department: Gas Department FLSA: Non-Exempt Grade: 5 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: March 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Gas Maintenance Supervisor Subordinate Staff: None Internal Contacts: Gas Department; Water and Wastewater Department; Electric Department; Public Works Department; Planning Department; Geographic Information Systems (GIS) External Contacts: General Public; Contractors; Vendors; Utility Companies Job Summary Under the direct supervision of the Gas Maintenance Supervisor and Gas Measurement Technician III, this employee performs a range of tasks within the Gas Department including maintaining right-of-way (ROW) markers, inspecting for atmospheric corrosion, patrolling gas lines for leaks and monitoring high- and low-pressure flow conditions. This employee also performs painting and pipe threading tasks and operates equipment (weed eaters, power tools, trucks). This job is considered safety-sensitive and is subject to a pre-employment background check and random drug screenings. Page 252 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of reasonable accommodation. ESSENTIAL FUNCTION: Gas Department Operating Tasks. Performs a wide range of Department operational tasks associated with gas maintenance procedures. Works under close direction of the Gas Measurement Technician III. 1. Maintains ROW markers at work sites. 2. Performs line inspections for atmospheric corrosion. 3. Patrols and inspects gas lines for leaks. 4. Inspects gas lines for atmospheric corrosion. 5. Monitors gas lines for high- and low-pressure flow conditions. 6. Paints and threads gas line piping. ESSENTIAL FUNCTION: Operates power equipment. Operates light equipment utilized in gas maintenance and repairs. 1. Operates weed eaters, saws, grinders, and trucks. 2. Monitors all equipment for needed repairs or service. NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned, including special events. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of City geography, road, and street systems. 3. Knowledge of municipal gas system service and operating systems. 4. Ability to effectively communicate internally and externally, both orally and in writing. 5. Ability to effectively communicate with co-workers, supervisors, the general public and over the telephone. 6. Ability to prepare reports and other materials using correct English, grammar, punctuation, and spelling. 7. Ability to perform basic calculations (add, subtract, multiply, divide). 8. Ability to safely and effectively operate equipment used in gas system operations. Page 253 of 448 3 9. Ability to acquire and maintain appropriate operator qualifications to perform all job requirements. 10. Ability to read and understand pressure gauges. 11. Ability to understand and utilize global positioning system (GPS) information devices associated with gas system service and repair. 12. Ability to use a telephone. 13. Ability to deal with all contacts in a courteous and patient manner. 14. Ability to drive. Minimum Qualifications 1. Possess a high school diploma or GED. 2. Possess a current and valid driver’s license; must be insurable. 3. Ability to obtain an Apprentice Gas Fitter certification. 4. Ability to travel to attend professional development training programs and workshops. 5. Ability to obtain a Class A Commercial Driver License (CDL) or be able to obtain this license within one (1) year of employment. 6. Ability to pass a pre-employment background check, initial drug screen, as well as random drug screen. Physical Demands The work requires considerable and strenuous physical exertion such as frequent climbing of tall ladders, lifting heavy objects over 50 lbs., crouching, or crawling in restricted areas. Work Environment The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions, e.g., working at great heights under extreme weather conditions, or similar situations where conditions cannot be controlled. Page 254 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Gas Measurement Technician II Department: Gas Department FLSA: Non-Exempt Grade: 7 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: March 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Gas Maintenance Supervisor Subordinate Staff: None Internal Contacts: Gas Department; Water and Wastewater Department; Electric Department; Public Works Department; Planning Department; Geographic Information Systems (GIS) External Contacts: General Public; Contractors; Vendors; Utility Companies Job Summary Under the supervision of the Gas Maintenance Supervisor, and Gas Measurement Technician III, this employee performs a range of tasks within the Gas Department including monitoring odorant levels, inspecting gas regulators and main valves, maintain right-of-way (ROW) markers, inspecting for atmospheric corrosion, patrolling gas lines for leaks and monitoring high- and low-pressure flow conditions. This employee also performs painting and pipe threading tasks and operates equipment (backhoes, tractors, excavators, trenchers, power equipment, trucks). This job is considered safety-sensitive and is subject to a pre-employment background check and random drug screenings. Page 255 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of reasonable accommodation. ESSENTIAL FUNCTION: Gas Department Operating Tasks. Performs a wide range of Department operational tasks associated with gas maintenance procedures. 1. Monitor gas line odorant levels to ensure safe operations. 2. Inspects and repairs (if needed) gas regulators and main valves. 3. Maintains ROW markers at work sites. 4. Performs line inspections for atmospheric corrosion. 5. Patrols and inspects gas lines for leaks. 6. Inspects gas lines for atmospheric corrosion. 7. Monitors gas lines for high- and low-pressure flow conditions. 8. Paints and threads gas line piping. 9. Follow and update procedures in the Pipeline Maintenance manual. 10. Participate in yearly inspections performed by State and/or Federal regulatory commissioners. ESSENTIAL FUNCTION: Operates power equipment. Operates light equipment utilized in gas maintenance and repairs. 1. Operates tractors, backhoes, excavators, trenchers, power equipment, and trucks. 2. Monitors all equipment for needed repairs or service. NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned, including special events. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of City geography, road, and street systems. 3. Knowledge of municipal gas system service and operating systems. 4. Ability to work with a 1-1 span of control. 5. Ability to effectively communicate internally and externally, both orally and in writing. 6. Ability to travel to attend professional development training programs and workshops. Page 256 of 448 3 7. Ability to effectively communicate with co-workers, supervisors, the general public and over the telephone. 8. Ability to prepare reports and other materials using correct English, grammar, punctuation, and spelling. 9. Ability to perform basic calculations (add, subtract, multiply, divide). 10. Ability to safely and effectively operate equipment used in gas system operations. 11. Ability to acquire and maintain appropriate operator qualifications to perform all job requirements. 12. Ability to read and understand pressure gauges. 13. Ability to understand and utilize global positioning system (GPS) information devices associated with gas system service and repair. 14. Ability to use a telephone. 15. Ability to deal with all contacts in a courteous and patient manner. 16. Ability to drive. Minimum Qualifications 1. Possess a high school diploma or GED. 2. Possess a current and valid driver’s license; must be insurable. 3. Minimum of two (2) years of experience in public gas system operations. 4. Possess Journeyman Gas Fitter certification. 5. Possess a Class A Commercial Driver License (CDL). 6. May be required to obtain CP 1 (Corrosion Professional) certification. 7. Ability to pass a pre-employment background check, initial drug screen, as well as random drug screen. Physical Demands The work requires considerable and strenuous physical exertion such as frequent climbing of tall ladders, lifting heavy objects over 50 lbs., crouching, or crawling in restricted areas. Work Environment The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions, e.g., working at great heights under extreme weather conditions, or similar situations where conditions cannot be controlled. Page 257 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Magistrate II Department: Municipal Court FLSA: Non-Exempt Grade: 10 Safety Sensitive: No Security Sensitive: Yes Job Description Prepared: May 2021 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Municipal Court Administrator Subordinate Staff: Magistrate I Internal Contacts: Treasury Department; Police Department External Contacts: General Public; Administrative Office of Courts (AOC); Municipal Judge; City Prosecutor; District Attorney; Circuit Judge; Hospitals and Health Care Facilities; Circuit Clerk; Baldwin County Commission; Sheriff’s Department; County Jail; Alabama Department of Corrections (DOC); Judges; Prosecutors; Attorneys; Vendors and Software Companies; Alabama Law Enforcement Agency (ALEA); Insurance Companies; Bonding Companies; Representatives of the Military Job Summary Under supervision the Municipal Court Administrator, the employee serves as a senior Magistrate for the Municipal Court of Fairhope. The employee performs complex duties related to the effective and efficient operation of the Municipal Court and ensures the Court functions in accordance with the AOC requirements of municipal courts in Alabama. The employee serves as lead worker, provides training and support for other staff Page 258 of 448 2 members, and may perform the duties of the Municipal Court Administrator in their absence. The employee performs administrative and clerical functions that contribute to the daily operations of the department and fulfills the legal and required functions of the job and office. The employee assists clients and family members and maintains files and retrieves information and follows established procedures for preparing the Court docket and processes designed to ensure compliance with the AOC standards . The employee performs established procedures for suspending driver's licenses, failure to appear and administers final forfeiture proceedings. The employee also files appeals, maintains records of appeals and tracks appeal cases. This job addresses problems and complaints of a regular, routine nature, and refers all complex situations and problems to the Municipal Court Administrator. Confidentiality is required. This job is considered security-sensitive and is subject to a pre-employment background check. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Magistrate and Municipal Court Activities. Serves in a legal and official capacity as a Magistrate of the Municipal Court. Performs duties in support of the Municipal Court by preparing forms, case files, and dockets. Consults with the Municipal Judge as indicated and required. 1. Performs Magistrate and Court activities as assigned and in accordance with the Municipal Court schedule. 2. Performs all duties within the scope of practice determined and authorized by the AOC and under the supervision of the Municipal Court Administrator Municipal Judge. 3. Affirms cases with Police Officers; signs tickets and complaints that have been sworn to by the appropriate officer. Receives sworn statements from Police Officers regarding arrests and citations. 4. Completes, assigns court dates and case numbers to Uniform Traffic Citation tickets and complaint. 5. Enters case information into computer database. 6. Prepares case action summaries for non-traffic cases. 7. Sets court dates and changes Court dates as needed; notifies all parties of changes. 8. Files cases by Court date appearance. 9. Requests prior driving under the influence (DUl) records from other courts and ALEA. 10. Attaches lifetime driving history to DUI cases received from ALEA. 11. Prepares Court referral forms as required by the Court. 12. Prepares docket sheets. Page 259 of 448 3 13. Pulls tickets for cases. 14. Prepares courtroom for Court, sets up forms, tables, case files, etc. 15. Assists the judge ensuring to crosscheck docket with case files. 16. Provides judge and prosecutor with scheduled case files. 17. Confers with judge and prosecutor to ensure proper disposition of cases. 18. Prepares and issues failure-to-appear notices and summons. 19. Enters dispositions into the appropriate case file. 20. Issues alias warrants. 21. Checks the status of cases on the computer as required. 22. Maintains Court records in electronic and hardcopy form. 23. Files cases by new appearance dates. 24. Runs new docket sheets, checks dispositions and posts in the Police Department. 25. Conducts research on old warrants/cases as requested. 26. Available to the general public for consultations and recommendations. 27. Facilitates issuance of warrants only for actions occurring within the City. 28. Collects funds and applies funds to correct case. 29. Assists the Judge in Court. 30. Calls Court documents out during Court. 31. Develops a file for each case. 32. Maintains confidential information. 33. Determines probable cause. 34. Implements decisions of the judge. 35. Serves as a mediator between the defendant, prosecutor, and judge. 36. Writes release orders for defendants for the police department to release. 37. Receives monies to bond out individuals who have been arrested. 38. Oversees cash transactions, including receiving payments, balancing daily receipts, updating accounts daily, and receiving cash bonds. ESSENTIAL FUNCTION: Citations, Warrant Issue, and Bonds. Processes warrants, complaints, and traffic citations. Generates, authorizes and issues warrants following procedures established by law. Consults with law enforcement officers and court officials. 1. Sets appointments, discusses cases with officers and witnesses. 2. Establishes whether probable cause exists before issuing warrants or complaints with law enforcement officers. 3. Ensures complainant completes deposition before issuing warrant. 4. Maintains a log of all warrants issued. 5. Validates presumed charges with legal descriptions. 6. Issues warrant and/or summons as required. 7. Contacts the Police Department to determine status of warrants. 8. Enters complaint data into the computer; prints out report for affirmation by complainant and assigns a case number. 9. Completes activities for filed motions of discovery. 10. Prepares subpoenas for all court case witnesses. Page 260 of 448 4 11. Receives and processes shoplifting complaints from merchants. 12. Completes and files order of conditional bond forfeiture. 13. Completes notice and forwards to bail bondsman and to defendant if possible. 14. Completes bondsman process if requested. 15. Completes final bond forfeiture if defendant is not located. 16. Transfers bonds to county on appeal. 17. Approves appearance cash and appeal bonds. 18. Collects bond forfeiture monies. 19. Suspends and collects driver’s licenses when defendants are convicted of certain violations. 20. Facilitates the enrollment of defendants in defensive driving courses or in a community service program. 21. Sends letters to the state to re-instate driver’s licenses when defendants have completed their required programs. ESSENTIAL FUNCTION: Department Operations. Performs professional services to ensure the duties performed are compliant with associated laws and are both effective and efficient in the services rendered. 1. Assists with supervising, directing, and coordinating the operation of Magistrates and Municipal Court Administrator with the ability to multi-task these aspects along regularly assigned duties. 2. Reviews work of Magistrates for correction and follow-up; assists Magistrates with more complex complaints and motions. Trains subordinates or arranges for same as needed 3. Contributes to the effective and efficient operations of the department. 4. Represents the Department, Municipal Court, and the City in a consistently positive and professional manner. 5. Attends and participates in meetings. 6. Maintains credentials as a Magistrate; attends training courses and required programs. 7. Performs customer service functions; communicates with the general public; answers phones; transmits letters, notices, and legal documents; makes copies; establishes files, case files, and documents; files; reviews files for accuracy and completeness and performs other clerical and administrative activities. 8. Gathers and analyzes statistical, financial, and narrative data. 9. Recommends policies and procedures that guide and support the provision of quality services by the department. 10. Incorporates continuous quality improvement principles in day-to-day activities. 11. Provides information as requested by the public; may refer complex or unusual problems or circumstances to the Municipal Court Administrator 12. Answers the phones; provides information and directions. 13. Maintains receipts for monies received; reconciles and secures funds. Page 261 of 448 5 14. Works with the City’s designated financial managers to ensure accurate monetary transactions are made. NON-ESSENTIAL FUNCTIONS: 1. Supports the City and Council in the planning and implementation of special initiatives and events as assigned. 2. Performs other job-related duties as requested or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City and Department rules, regulations, policies, and procedures. 2. *Knowledge of City codes and ordinances. 3. Knowledge of Alabama rules of Criminal Procedure. 4. Knowledge of the Criminal Code and Alabama motor vehicle laws. 5. Knowledge of the Court’s filing system and requirements, and applicable local, state, and federal laws. 6. Knowledge of specialized court package computer software. 7. Knowledge of the State of Alabama archival procedures and requirements. 8. Knowledge of municipal court processes and procedures. 9. Knowledge of municipal court-related fees and management of financial matters. 10. Reading skills to comprehend laws, legal documents, manuals, directives, court proceedings, and instructions. 11. Verbal skills to communicate effectively with colleagues, Court personnel, defendants, complainants, attorneys, Police Department personnel, and the general public. 12. Writing skills to clearly and neatly complete routine forms and records; compile documents, compose letters, and Courts orders. 13. Math skills to perform basic calculations (add, subtract, multiply, divide) needed to prepare and implement Department budget and Court-related financial functions. 14. Skills to operate various office machines. 15. Skills to operate computers and specialized software. 16. Ability to work seated or standing for extended periods of time. 17. Ability to apply basic accounting principles to maintenance of the Court’s accounting records. 18. Ability to keep records securely, neatly, and accurately. 19. Ability to establish and maintain productive working relationships with other City employees. 20. Ability to work effectively with judges, prosecutors, and plaintiff attorneys. 21. Ability to solve routine problems. 22. Ability to handle upset or irate individuals. Page 262 of 448 6 23. Ability to function effectively in stressful environments. 24. Ability to remain calm in adverse situations. 25. Ability to make routine decisions associated with Court operations. 26. Ability to perform detailed work accurately, neatly, and within established time frames. 27. Ability to work independently without direct supervision. 28. Ability to exercise good judgement. 29. Ability to drive. Minimum Qualifications 1. Possess a high school diploma or a GED; an associate degree from an accredited college in business management, legal assisting, or paralegal is preferred. 2. Minimum of two (3 to 5) years of work experience as a Magistrate is preferred. 3. Certified as a Municipal Court Magistrate. 4. Proficiency in Alacourt preferred. 5. Previous professional work experience in law enforcement or an attorney’s office is preferred. 6. Possess a valid and current driver’s license; must be insurable. 7. Ability to work non-standard hours and be subject to on-call 24/7, as required. 8. Ability to travel out of town as assigned. 9. Ability to pass a pre-employment background check. Physical Demands The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. Work Environment The work involves moderate risks or discomforts which require special safety precautions, e.g., working around moving parts, carts, or machines; with contagious diseases or irritant chemicals, etc. Employees may be required to use protective clothing or ge ar such as masks, gowns, coats, boots, goggles, gloves or shields. Page 263 of 448 Job Title: Department: FLSA: CITY OF FAIRHOPE JOB DESCRIPTION Municipal Court Administrator Municipal Court Exempt Grade: 11 Safety Sensitive: No Security Sensitive: Yes Job Description Prepared : June 2024 Note : Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all-inclusive . The employee may be assigned other duties that are not specifically included. Reports to: Subordinate Staff: Internal Contacts: External Contacts: Relationships Municipal Judge Magistrates Mayor's Office; Treasury Department; Human Resources (HR); Police Department General Public; Administrative Office of Courts (AOC); Municipal Judge; City Prosecutor; District Attorney ; Circuit Judge; Hospitals and Health Care Facilities ; Circuit Clerk; Baldwin County Commission; Sheriff's Department; County Jail; Alabama Department of Corrections (DOC); National Crime Information Center (NCIC); Judges ; Prosecutors ; Attorneys; Vendors and Software Companies ; Alabama Law Enforcement Agency (ALEA); Federal Bureau of Investigation (FBI); Insurance Companies ; Bonding Companies ; Representatives of the Military Job Summary Under limited supervision of the Municipal Judge , the employee performs routine and complex supervisory , administrative , and clerical tasks and duties regarding all court- related functions of the Department. The employee serves as the director of the Department. The employee performs administrative duties related to the effective and 1 Page 264 of 448 efficient operation of the Municipal Court and ensures the Court and its employees function in accordance with the AOC requirements of municipal courts in Alabama. This employee serves as the City's Municipal Court Administrator and Magistrate and supervises Magistrates . The employee manages the daily operations of the Department and allocates resources . The employee fulfills the legal and required functions of the job and office. The employee assists clients and families , performs a variety of administrative and secretarial services , maintains files , and retrieves information , follows established procedures for preparing Court docket. The employee performs procedures for suspending driver's licenses and failure to appear; administers final forfeiture proceedings . The employee also oversees the filing of appeals , maintains records of appeals and tracks appeal cases . Latitude and authority are afforded to this employee in conduct of job requirements . This job is considered security-sensitive and is subject to a pre-employment background check. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis ; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Department Head and Supervisor. Manages the daily functions of the Department. Supervises and provides oversight of employees. 1. Serves as the Department Head for the City 's Municipal Court. 2 . Manages and oversees the daily operations and functions of the department. 3. Maintains collegial , productive , and professional relationships among employees , and with the City and colleagues . 4. Prepares for , attends, and participates in meetings . 5. Collaborates with the Mayor, Council , and Human Resources (HR) Director, as necessary . 6. Communicates significant City initiatives and decisions to the Municipal Judge when and if the Municipal Court and employees may be impacted. 7. Maintains files , documents , records , and reports as they relate to departmental functions , processes , budgeting , and purchases . 8 . Assembles documents and reports ; distributes as appropriate . 9 . Participates in training and continuing education programs ; maintains current professional knowledge and required credentials . 10. Establishes , maintains , and updates processes and procedures for the department. 11 . Assigns and delegates work to Departmental employees and contract employees . 12 . Ensures accuracy and timeliness of all work performed by Departmental employees . 2 Page 265 of 448 13 . Considers and approves schedules and leave for all assigned employees . Ensures accuracy of timecards and t ime sheets for all assigned employees . 14 . Oversees and coordinates training programs for all assigned employees. Provides direction , guidance , and assistance to employees . Oversees , supports , and corrects work conducted by the Departmental employees. 15 . Conveys information to Departmental employees regarding the City 's mIssIon and operational prior ities ; Maintains commun ications with Departmental employees . 16 . Ensures employees have appropriate tools and resources necessary to perform their jobs . 17. Interviews and selects prospective job applicants for vacant jobs , consults and coordinates with the Municipal Judge , the HR Department , and the Mayor. 18 . Participates in all personnel matters associated w ith Departmental personnel , such as employment, orientation and tra ining , disciplinary actions , leave , and separation . 19 . Administers discipline as needed ; follows designated C ity-approved personnel policies and procedures for disciplinary act ions . Maintains communications with the Municipal Judge regarding disciplinary matters . 20 . Participates in the planning and budgeting of projects and Departmental processes . Tracks expenditures to ensure Departmental projects and purchases remain within approved budget. 21. Ensures confidentiality as determined and appropriate . 22 . Represents the Department and City in a consistently professional and positive manner. ESSENTIAL FUNCTION: Court Clerk. Provides management and oversight to ensure that requirements of the office are established and maintained, in conjunction with the Municipal Judge, according to the law. Maintains and processes legal documents as a recognized member of the Municipal Court. Coordinates functions with the Municipal Judge. 1. Manages and administers the functions of the office , in accordance with the AOC. 2 . Manages daily operation of the Department and allocates resources according to established procedures and guidelines . 3 . Maintains daily communications and coordination with the Municipal Judge and Magistrates . 4 . Ensures the requirements of laws , legislation , and/or Supreme Court rulings are implemented appropriately and in a timely manner. 5 . Ensures Court and Departmental records are maintained securely and confidentially , in accordance with laws . 6. Maintains availability and communications with law enforcement and Court officers . 7 . Works to ensure checks and balances exist for the police /l aw enforcement officers . 3 Page 266 of 448 8. Receives and responds to referrals and requests for serv ices . 9. Opens and closes cases . 10 . Receives sworn statements. 11 . Researches the history of defendants . 12 . Collects cash bonds and restitutions ; applies monies to fi nes . Forfeits bonds if defendants fail to appear ; works with bonding companies . Receives monies and payments related to court cases ; secures monies . Maintains funds collected and requests d isbursements as requ ired by statute . Completes and forwards cash bond monthly report . 13 . Receives monies to include cash bonds , restitutions , parking tickets , etc. and payments related to court cases and writes receipts ; secures monies and forwards cash collections to the Treasurer 's office . 14 . Distributes funds to correct accounts per state requirements . 15. Serves as the custodian of court records . 16 . Completes documents , records , and reports ; submits as requ ired . 17 . Utilizes specialized computer applications . 18 . Maintains documents as required . 19. Establishes and processes fine payment plans . 20 . Serves as the custodian of court records and maintains records integrity. 21 . Creates and maintains computerized list of daily cash receipts. Balances cash collections with receipts . Prepares monthly financial reports . 22 . Determines Court costs and disburses payments to appropriate funds ; maintains related records and database. 23 . Processes fine payment plans . 24 . Provides record checks for recruiters and other agencies . 25 . Calculates work release dates for prisoners. 26 . Requests criminal histories through NCIC and mainta ins records in accordance with NCIC procedures . 27. Coordinates with Police Department to take warrants out of NCIC. 28 . Completes final dispositions on FBI cards and forwards them to state office . 29. Collects and prepares driving under the influence (DUI) information for police detectives . Certifies DUl's for other courts . Delivers appeals , summons , subpoenas and certified DUl 's to surrounding cit ies , counties , or state trooper office . 30 . Prepares uniform traffic citation (UTC ) transmittal forms . 31 . Performs all work associated with functions as a Municipal Court Magistrate for the City of Fairhope Municipal Court . ESSENTIAL FUNCTION: Citations, Warrant Issue, and Bonds. Processes warrants, complaints, and traffic citations. Generates, authorizes and issues warrants following procedures established by law. Consults with law enforcement officers and court officials. 1. Sets appointments , discusses cases with officers and witnesses . 2 . Establishes whether probable cause exists before issuing warrants o r complaints with law enforcement officers . 4 Page 267 of 448 3 . Ensures complainant completes deposition before issuing warrant. 4 . Authorizes and sends final deposition report to ABI and answers any questions that they may have in relation to these cases. 5 . Maintains a log of all warrants issued. 6 . Validates presumed charges with legal descriptions . 7 . Issues warrant and/or summons as required. 8. Maintains contact with Police Department to determine status of warrant. 9. Enters complaint data into the computer ; prints out report for affirmation by complainant and assigns a case number. 10 . Completes activities for filed motions of discovery. 11 . Prepares subpoenas for all court case witnesses. 12. Receives and processes shoplifting complaints from merchants . 13 . Completes and files order of conditional bond forfeiture . 14. Completes notice and forwards to bail bondsman and to defendant if possible. 15. Completes bondsman process if requested. 16 . Completes final bond forfeiture if defendant is not located . 17 . Transfers bonds to county on appeal. 18 . Approves appearance cash and appeal bonds . 19 . Collects bond forfeiture monies . 20 . Suspends and collects driver's licenses when defendants are convicted of certain violations . 21 . Facilitates the enrollment of defendants in defensive driving courses or in a community service program. 22. Sends letters to the state to re-instate driver's licenses when defendants have completed their required programs. 23 . Maintains the integrity of cases adjudicated Youthful Offender or Expunged to ensure cases are kept confidential and not subject to public disclosure or removed from an individual 's record completely by order of the court , by rule of the Supreme Court or by directive of the Municipal Judge or Courts . ESSENTIAL FUNCTION: Department Operations. Performs professional services to ensure that the Department is compliant with associated laws and is both effective and efficient in the services rendered. 1. Ensures the Department is managed effectively and efficiently. 2 . Attends and participates in meetings . 3. Maintains credentials as a Magistrate and Court Clerk ; attends courses and conferences . 4 . Performs customer service functions . 5 . Submits updated and accurate information for posting to the Department website . 6. Answers the phones ; provides information and directions as requested . 7. Maintains receipts for monies received ; reconciles and secures funds . 8 . Works with the City 's designated financial managers to ensure accurate monetary transactions are made and disbursements occur. 5 Page 268 of 448 NON-ESSENTIAL FUNCTIONS: 1. Supports the City and Council in the planning and implementation of special initiatives and events . 2. Performs other job-related duties as requested or assigned . Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City and Department rules , regulations , policies, and procedures. 2. *Knowledge of City codes and ordinances. 3. Knowledge of Alabama Rules of Criminal Procedure . 4 . Knowledge of the Criminal Code and Alabama motor vehicle laws. 5 . Knowledge of the Court 's filing system and requirements , and applicable local, state , and federal laws. 6 . Knowledge of specialized court package computer software. 7. Knowledge of the State of Alabama archival procedures and requirements . 8 . Knowledge of municipal court processes and procedures . 9. Knowledge of municipal court-related fees and management of financial matters . 10. Administrative skills to monitor the Department budget and the receipt and management of funds. 11. Reading skills to comprehend laws , legal documents , manuals , directives , court proceedings , and instructions . 12 . Verbal skills to communicate effectively with colleagues , Court personnel, defendants , complainants, attorneys , Police Department personnel , and the general public. 13. Writing skills to clearly and neatly complete routine forms and records ; compile documents, compose letters, and courts orders. 14. Math skills to perform basic calculations (add , subtract, multiply , divide), to prepare and implement Department budget and Court-related financial functions . 15. Skills to operate various office machines . 16 . Skills to operate computers and specialized software. 17 . Ability to work non-standard hours and to be on call 24/7 , as required. 18. Ability to travel out of town. 19. Ability to supervise effectively . 20 . Ability to manage department resources effectively . 21 . Ability to work seated or standing for extended periods of time . 22. Ability to apply basic accounting principles to maintenance of the Court 's accounting records. 23. Ability to keep records securely, neatly , and accurately. 24. Ability to establish and maintain productive working relationships with other City employees. 6 Page 269 of 448 25. Ability to work effectively with judges , prosecutors , and plaintiff attorneys. 26 . Ability to solve problems . 27 . Ability to function effectively in stressful environments. 28. Ability to remain calm in adverse situations . 29 . Ability to make independent judgments associated with court operations . 30 . Ability to perform detailed work accurately , neatly , and within established time frames . 31. Ability to work independently without supervision . 32 . Ability to exercise good judgement. 33 . Ability to operate a motor vehicle. Minimum Qualifications 1. Possess an associate degree in business management , public administration , or legal assistant or paralegal from an accredited college or university ; a bachelor 's degree is strongly preferred. 2 . Minimum of five (5) years of progressively responsible work experience as a Magistrate ; previous work experience as a Municipal Court Administrator , work experience in law enforcement , or an attorney 's office is preferred ; ten (10) years or more of experience as a Magistrate may be considered in lieu of the degree requirement provided the combination of education, training and experience demonstrates the above listed knowledge , skills , and abilities commensurate with the requirements of this job . 3 . Certified as a Municipal Court Clerk/Magistrate ; ability to earn recognition and credentials as a Court Clerk through the Administrative Office of Courts , State of Alabama within a specific period of time ; ability to maintain certifications and credentials . 4 . Possess a valid and current driver's license ; must be insurable . 5 . Ability to pass a pre-employment background check. Physical Demands The work is sedentary. Typically , the employee may sit comfortably to do the work . However, there may be some walking ; standing ; bending ; carrying of light items such as papers , books, small parts ; driving an automobile , etc. No special physical demands are required to perform the work . Work Environment The work involves moderate risks or discomforts which require special safety precautions , e .g ., working around moving parts , carts , or machines , with contagious diseases or irritant chemicals , etc. Employees may be required to use protective clothing or gear such as masks , gowns , coats , boots , goggles , gloves , or shields. 7 Page 270 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Planning & Zoning Manager Department: Planning & Community Development/Development Services FLSA: Exempt Grade: 14 Safety Sensitive: Yes Security Sensitive: No Job Description Prepared: June 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all-inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to:Director of Planning & City Development Subordinate Staff: City Planners Internal Contacts: All Departments; All Employees External Contacts: General Public; Job Summary This job is considered safety-sensitive and is subject to a pre-employment background check and random drug screens. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Page 271 of 448 2 1. Directs and manages the zoning review process including, but not Iimited to, annexations, zoning district establishment, re-zoning requests, variance requests, and various appeals to be presented to the Zoning Board of Adjustment. 2. Supervises staff who perform a variety of technical and complex work reviewing requests for annexation, re-zoning, and zoning establishment. Supervises and directs the timely processing and accurate review of zoning- related proposals within the City and its planning jurisdiction. 3. Trains, evaluates, and disciplines employees; maintains current professional knowledge and required credentials. Conducts performance appraisals on assigned employees. 4. Coordinates all searches, interviews, and hires through the HR Department. Interviews and selects prospective job applicants for vacant jobs; consults and coordinates with the HR Department and the Director. 5. Administers discipline as needed; follows designated City-approved personnel policies and procedures for disciplinary actions. 6. Manages the Planning and Zoning Division priorities, objectives, goals and actively seeks out new processes and technology to help improve efficiency and effectiveness. 7. Provides direction and leadership in the management and career development of Planning and Zoning Division staff, ensuring professional and courteous service in support of the City’s mission, values, customers, and stakeholders. 8. Maintains land use maps and creates future land use maps, reviews request for variances and appeals before the Zoning Board of Adjustment. Prepares future land use maps for use in the Comprehensive Plan. 9. Assists Director with the implementation of the Comprehensive Plan; assists in conducting research and preparing long-range planning studies. 10. Provides advice to citizens, developers, contractors, and other contacts regarding zoning compliance, and makes zoning policy statements and rulings as required. 11. Provides the Development Services Manager with advance notice of pending development activities. 12. Assists the Director with developing and managing the annual operating budget of the departmental budget. NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of the City’s geography and locations. Page 272 of 448 3 3. Knowledge of the principles and practices of public management and administration. 4. Knowledge of planning policies, practices, and procedures. 5. Knowledge of planning research principles and methodologies. 6. Knowledge of urban organization, housing, industrial land use and zoning, commercial, economic, and related functions. 7. Knowledge of the principles and practices of planning and zoning. 8. Knowledge of regulations and laws affecting planning, development, subdivisions, and zoning. 9. Knowledge of the principles of economics, statistics, and land use. 10. Knowledge of regulations and procedures regarding environmental issues. 11. Knowledge of principles of supervision, training, and performance evaluation. 12. Knowledge of applicable federal, state, and local laws, regulations, ordinances, and policies. 13. Knowledge of appropriate safety precautions and procedures. 14. Communication skills to effectively communicate internally and externally, both orally and in writing. 15. Verbal skills to communicate effectively with officials, supervisors, co- workers, and public. 16. Reading skills to comprehend and understand highly technical manuals, directives, procedures, and instructions. 17. Writing skills to take field notes; write reports, correspondence and recommendations using correct English, grammar, punctuation, and spelling. 18. Math skills to perform calculations (add, subtract, multiply, divide) and some statistical analysis. 19. Skill at making presentations. 20. Skill at collaborating with the other division and department officials for planning of future development projects. 21. Ability to supervise work of others. 22. Ability to present technical information clearly to lay and professional groups. 23. Ability to establish and maintain effective working relationships with subordinates, engineering consultants, contractors, public officials, and the general public. 24. Ability to prepare and present accurate and reliable reports containing findings and recommendations. 25. Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions. 26. Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines. 27. Ability to work independently without direct supervision. 28. Ability to exercise considerable initiative and independent judgment in the formulation of plans and policy recommendations. 29. Ability to use computers and needed programs effectively. Page 273 of 448 4 30. Ability to plan, organize, and manage assigned departmental operations. 31. Ability to monitor the systematic compilation of technical and statistical information. 32. Ability to develop budget estimates and administer department budget. 33. Ability to drive. Minimum Qualifications 1. Bachelor’s degree in Urban and Regional Planning, or closely related field; and 2. Three (3) to five (5) years previous experience in Planning and Zoning; or 3. Any combination of education, training, and experience which provides the requisite knowledge, skills, and abilities to perform the essential functions of the job. 4. Must possess or obtain AICP Certified Alabama Planning and Zoning Official 5. Valid Driver’s License Physical Demands The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. Work Environment The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated. Page 274 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Procurement & Contracts Manager Department: Treasury FLSA: Exempt Grade: 13 Safety Sensitive: No Security Sensitive: Yes Job Description Prepared: June 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Treasurer Subordinate Staff: Purchasing Agent; Purchasing Administrative Assistant Internal Contacts: All Departments; All Employees External Contacts: General Public; Vendors; Contractors; Consultants; Engineers; Architects Job Summary Under the direction of the Treasurer, the Bids and Contract Manager oversees all the bids and contract activities of the City of Fairhope. The employee manages the planning, coordination, scheduling, and processing all bids and proposals. This position ensures compliance with posting and advertising requirements as well as oversees bid administration for all annual contracts by monitoring bid and contrac t requirements from preparation of specifications to end of contract term. This position also communica tes with vendors in retrieving specifications and bid evaluations. The employee performs an array of supervisory functions to ensure efficient and effective completion of task. The Bids and Contract Manager ensures all purchasing documentation is maintained in accordance with state and federal laws and the City’s policies and procedures. This job is considered security-sensitive and is subject to a pre-employment background check. Page 275 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Contracts, Specifications, and Bids. Coordinates all phases of the City’s proposal process to ensure full compliance with appropriate bid rules and regulations. 1. Ensures the preparation of specifications, legal advertisements, formal bid invitations, RFPs, RFQ, and correspondence regarding purchasing matters. 2. Instructs personnel regarding proper bid procedures in compliance with state laws, regulations, and policies. 3. Reviews and verifies submitted data for bid processing. 4. Formalizes and ensures the preparation of bids. 5. Ensures the email distribution of bids to qualified vendors and businesses. 6. Ensures the posting of bids on bulletin board for public view. 7. Prepares and maintains permanent bid file containing all related documents. 8. Ensures the accuracy of Identification and maintenance lists of eligible vendors and selects vendors to procure requisitioned commodities, meeting criteria such as price, quantity, quality and delivery date and orders. 9. Receives and secures all sealed bid proposals until opening date and time. 10. Composes contracts. 11. Reviews insurance and bond documentation for compliance with contractual terms and State law. 12. Writes/develops specifications for equipment and materials purchases. 13. Creates all documents required for bid openings. 14. Coordinates and conducts pre-bid meetings and bid openings. 15. Prepares bid tabulations by comparing all received bid documents. 16. Notifies all bidding parties and city departments of the bid results. 17. Assists with preparing bid documents for Mayor and City Council approval. 18. Responsible for implementing streamlined processes for contract preparation, execution, and administration. 19. Prepares and/or requests contract documents. 20. Ensures all documentation is provided prior to the execution of contracts. 21. Serve as the point of contact for vendors on contractual matters. 22. Research regulations to guarantee contracts are updated and in compliance with laws and regulations. 23. Manages contracts for good and services; tracks expiration and renewal dates of active contracts; Updates departments on rebids and renewals of contracts. 24. Manages contractor performance; oversees communications and corrective oversight to ensure contractors perform as required in the awarded contract. 25. Assists Accounting Department with vendor invoicing and contract information. Page 276 of 448 3 ESSENTIAL FUNCTION: Supervision. Supervises and provides oversight of employees to ensure efficient and effective completion of tasks in accordance with City policies and procedures and established guidelines. 1. Manages and oversees the daily operations and functions of the division. 2. Maintains collegial, productive, and professional relationships among employees, and within the City. 3. Prepares for, attends, and participates in meetings. 4. Collaborates with the Treasurer, as necessary. 5. Establishes, maintains, and updates processes and procedures for the department. 6. Assigns and delegates work to department employees and contract employees. 7. Ensures accuracy and timeliness of all work performed by subordinates. 8. Ensures accuracy of timecards and time sheets for all assigned employees. 9. Approves schedules and leave for all assigned employees. 10. Oversees and coordinates training programs for all assigned employees. 11. Ensures employees have appropriate tools and resources necessary to perform their jobs. 12. Conducts performance reviews for assigned personnel. 13. Administers discipline as needed; follows appropriate city guidelines for disciplinary actions. 14. Assists in interviewing and selection of prospective job applicants for vacant jobs. 15. Ensures confidentiality as determined and appropriate. 16. Represents the city in a consistently professional and positive manner. ESSENTIAL FUNCTION: Records and Reports. Oversees the accuracy and compliance of record maintenance and reporting. 1. Oversees the administrative functions regarding the repository of purchasing records and reports. 2. Generates and maintains computer records and files. 3. Ensures the maintenance of up-to-date files on new or revised bid laws and legislative actions. 4. Ensures the maintenance of records and documentation of contracts, bids, and purchase orders on hardcopy and in computer database. 5. Oversees the maintenance of a manual and computer filing system that fosters the ability to enter, edit, and retrieve documents, data, and correspondence upon request. 6. Coordinates retention and disposal of records and data within state and federal guidelines. 7. Ensures confidentiality is maintained for applicable records and budget information. NON-ESSENTIAL FUNCTIONS: Page 277 of 448 4 1. Supports the City and Council in the planning and implementation of special initiatives and events. 2. Performs other job-related duties as requested or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of the City’s budget and purchasing processes. 3. Knowledge and application of state bid laws. 4. Knowledge of effective leadership and management principles and practices. 5. Knowledge of principles and practices of public purchasing, budgeting, communications, contracting, project management, records management. 6. Knowledge of safety rules including accident causation and prevention. 7. Skills in supervising subordinate employees. 8. Skills in purchasing processes. 9. Communication skills to effectively communicate internally and externally, both orally and in writing. 10. Verbal skills to communicate effectively with elected officials, supervisors, co-workers, subordinate employees and public. 11. Reading skills to comprehend manuals, directives, procedures, and instructions. 12. Writing skills to take notes, write reports, correspondence and recommendations using correct English, grammar, punctuation, and spelling. 13. Math skills to perform calculations (add, subtract, multiply, divide), work with budgets, and conduct some statistical analysis. 14. Skills to conduct research on products designed to meet specifications, make comparisons, draw conclusions, and apply them to needs of the City. 15. Ability to supervise others. 16. Ability to maintain confidentiality. 17. Ability to manage complex projects and multi-task. 18. Ability to work independently and make sound decisions. 19. Ability to evaluate and situations and exercise good judgment. 20. Ability to use computers and office productivity software. 21. Ability to use standard office equipment. 22. Ability to drive a vehicle. Minimum Qualifications 1. Possess a bachelor’s degree in business administration, management or related field from an accredited college or university. 2. Minimum of four (4) years of professional work experience in an office environment working with bids and in purchasing. Page 278 of 448 5 3. Previous work experience in a government office and/or work with the public is strongly required; or any combination of education, training and experience that demonstrates the above listed knowledge, skills, and abilities commensurate with the requirements of this job. 4. Possess a current and valid driver’s license; must be insurable. 5. Certification as a purchasing agent through a recognized purchasing organization is preferred. 6. Ability to work non-standard hours. 7. Ability to travel for training or other requirements. 8. Ability to pass a pre-employment background check. Physical Demands The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. Work Environment The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated. Page 279 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Purchasing Agent Department: Treasury FLSA: Non-Exempt Grade: 8 Safety Sensitive: No Security Sensitive: Yes Job Description Prepared: May 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Purchasing Manager or Warehouse and Purchasing Supervisor Subordinate Staff: None Internal Contacts: All Departments; All Employees External Contacts: Vendors; Consultants Job Summary Under the general supervision, the employee is responsible for performing a wide range of activities associated with the procurement of goods and services and with the management of materials and equipment. The employee performs duties, activities, and functions in accordance with legal requirements and established polices. The employee assists with the development, installation and maintenance of systems, procedures, and forms necessary to the purchasing function. The employee represents the City by greeting visitors, interacting with vendors, and providing general assistance. This employee provides support to the supervisor and may perform extended duties in the absence of the supervisor. The employee responds to questions and solves conventional problems and refers unusual or difficult issues to the supervisor. This job is considered security-sensitive and is subject to a pre-employment background check. Page 280 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Warehouse Purchasing. Coordinates and executes the day-to-day purchasing activities, and ensures City and state purchasing policies and procedures are followed. 1. Instructs and assists all departments regarding proper purchasing procedures in compliance with applicable federal and state laws and regulations. 2. Receives and processes all requisitions for purchasing. 3. Verifies accuracy of data submitted on requisitions, including proper account numbers, amounts, descriptions, quantities, and vendors. 4. Identifies purchase orders associated with contracts to be reported in contract database. 5. Utilizes computer software programs to properly execute purchase orders for all purchases. Deletes cancelled or voided purchase orders. 6. Disseminates copies of purchase orders to the appropriate departments. 7. Expedites purchase orders for emergency needs. 8. Maintains adequate supply of purchase orders for city operations. 9. Assists Accounts Payable with resolving problems with vendors and/or departments regarding price, delivery, returns, warranties, incorrect invoices, etc. 10. Determines if immediate need or emergency purchase requests are necessary and takes appropriate actions. 11. Manages purchasing contracts for goods and services; tracks expiration and renewal dates of active contracts; schedules meetings, requests for proposals (RFPs) or bid advertisements for future contracts. 12. Serves as the liaison between the vendor/contractor and the using department to remedy issues with products and services. 13. Ensures all departments comply with the City's purchasing policy and Alabama state bid law. 14. Processes POs in accordance with establish procedures. 15. Places orders with approved vendors and issues the purchase order to the vendors. ESSENTIAL FUNCTION: Warehouse and Inventory. Performs inventory duties to ensure accurate and optimal level of inventory exists. 1. Maintains a well-stocked inventory for optimal levels. Page 281 of 448 3 2. Performs physical inventory of all materials, supplies, and equipment and provides accurate numbers; walks the warehouse and physical count items. 3. Assists in unloading shipments; verifies the accuracy of the shipment (e.g., quantity, type, brand, etc.) to ensure accuracy and matches the specifics of the invoices. 4. Tags supplies and materials to ensure proper identifications. 5. Maintains inventory of supplies, parts, tools, and equipment; enters data into inventory records using a computer terminal, adding, or deleting items to maintain appropriate balances. 6. Determines method of storage. identification and stock locations for all materials, items, and equipment. 7. Maintains and updates computerized records of inventory. 8. Reconciles the general ledger inventory against actual inventory values. 9. Assists in conducting annual inventory count. 10. Coordinates with Warehouse and Purchasing Supervisor and Treasurer on any adjustments to inventory, tracks items and transactions; makes necessary corrections or adjustments if not balances. ESSENTIAL FUNCTION: Bid Processing and Management. Coordinates all phases of the proposal process to ensure full compliance with appropriate bid rules and regulations. 1. Assists in the preparation of specifications, legal advertisements, formal bid invitations, RFPs, and correspondence regarding purchasing matters. 2. Reviews recommendations on bid awards by analyzing bids, vendor services, specifications, and determining if the lowest qualified bid is awarded. 3. Follows up on bid and contracts to ensure compliance with procedure and bid laws. 4. Reviews detailed specifications to identify the requirements from department on services or equipment to be purchased. 5. Checks specification for proper bid law formatting. 6. Assists with the development and/or review of bid packages for compliance with procedures and bid laws. 7. Acts as a liaison to various departments for vendors by assisting purchasing procedures, product delivery, and/or contract problems and contacting vendors to discuss orders, delivery dates, etc. 8. Prepares and maintains permanent bid file containing all related documents. 9. Troubleshoots and resolves bid process problems such as invoice problems, vendor agreement issues and/or delivery dates as needed to assist in difficult situations. 10. Attends and participates in bid openings. Creates all documents required for bid openings. Prepares bid tabulations by comparing all received bid documents. Notifies all bidding parties and city departments of the bid results. Page 282 of 448 4 11. Attends and participates in Pre-Bid Meetings. Creates all documents required for Pre-Bid Meetings. 12. Instructs personnel regarding proper bid procedures in compliance with state laws, regulations, and policies. 13. Identifies and maintains lists of eligible vendors and selects vendors to procure requisitioned commodities, meeting criteria such as price, quantity, quality and delivery date and orders. 14. Ensures the accuracy of Identification and maintenance lists of eligible vendors and selects vendors to procure requisitioned commodities, meeting criteria such as price, quantity, quality and delivery date and orders. 15. Assists with preparing bid documents for Mayor and City Council approval. 16. Maintains RFP database with State Department of Finance. 17. Assists in the close-out of project documents. ESSENTIAL FUNCTION: Department and City Functions. Provides support for designated Departmental and City processes. 1. Represents the Department and City in a positive and professional manner. 2. Organizes the disposal of surplus property; implements surplus property auctions and sales. 3. Scans purchase-related documents, and files by department. 4. Maintains documents, records, and files. 5. Assists in assembling information and repo rts as requested by the Warehouse, Supervisor, Mayor, City Council, or other entities. 6. Attends meetings and training programs. NON-ESSENTIAL FUNCTIONS: Performs all other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of the locations of City properties and important locations. 3. *Knowledge of municipal purchasing functions and processes. 4. *Knowledge of bids laws and their application in municipal government. 5. Communication skills to effectively communicate internally and externally, both orally and in writing. 6. Verbal skills to communicate effectively with elected officials, supervisors, co-workers, subordinate employees and public. 7. Reading skills to comprehend documents, manuals, laws, licenses, reports, ordinances, directives, procedures, and instructions. Page 283 of 448 5 8. Writing skills to take notes, write reports, correspondence and recommendations using correct English, grammar, punctuation, and spelling. 9. Math skills to accurately perform calculations necessary work with cost parameters and budget requirements. 10. Skills to appropriately use office electronic equipment such as multi-line phones, fax machines and copiers. 11. Skills to use computers and specialized software, including spreadsheets. 12. Ability to establish priorities for self. 13. Ability to apply bid laws to departmental and city purchasing processes. 14. Ability to function within budgets and reconcile office accounts. 15. Ability to establish and maintain documents, records, and reports. 16. Ability to use computers and other methods to conduct research. 17. Ability to consistently represent the City in a positive, professional manner. 18. Ability to work according to priorities; ability to perform work accurately, with attention to detail, and within designated time constraints. 19. Ability to plan, organize, coordinate, and carry out work. 20. Ability to solve, and help others with, conventional problems. 21. Ability to effectively collaborate work with others. 22. Ability to drive. Minimum Qualifications 1. Possess an associates degree in business administration, management, or a related field from an accredited college. 2. Minimum of two (2) years of professional work experience with bids and in purchasing and an office environment; previous work experience in a government office and/or work with the public is strongly preferred or any combination of education and experience commensurate with the required level of knowledge, skills, and abilities. 3. Possess a current and valid driver’s license; must be insurable. 4. Ability to work non-standard hours. 5. Ability to pass a pre-employment background check. Physical Demands The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. Work Environment The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with offic e equipment, Page 284 of 448 6 avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated. Page 285 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Safety Coordinator Department: Human Resources FLSA: Exempt Grade: 11 Safety Sensitive: Yes Security Sensitive: No Job Description Prepared: May 2021 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Human Resources Manager Subordinate Staff: None Internal Contacts: All Departments; All Employees External Contacts: General Public; Baldwin County Emergency Management Agency (EMA); Alabama Emergency Management Agency (AEMA); Vendors; Consultants Job Summary Under limited supervision of the Director of Human Resources, the employee is responsible for proactively coordinating and performing safety -related field and office work for all departments for the City of Fairhope. The employee develops, implements, and evaluates safety programs, conducts safety inspections, provides safety training, conducts safety investigations, and promotes safety awareness. Work requires extensive contact with internal and external customers. The employee also develops and monitors comprehensive environmental, health and safety (EHS) programs for the City using industry safety standards and best practices. The employee exercises considerable independent judgment and initiative in identifying current and potential safety hazards and deficiencies and making recommendations for corrective action. This job is considered safety-sensitive and is subject to a pre-employment background check and random drug screenings. Page 286 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Safety Planning and Programs. Employee develops, designs, implements, and evaluates safety EHS programs for the City to ensure the safest possible environment for City workers and citizens. 1. Promotes effective safety and loss prevention programs. 2. Identifies and addresses safety and health related hazards. 3. Develops, implements, and enforces EHS-related plans, policies, procedures, and programs. 4. Assists in the development, organization, evaluation, and updating of the disaster preparedness plans for the organization. 5. Advises management and employees on safety related issues and makes recommendations. 6. Provides feedback and information to departments inquiring about safety related issues and recommendations. 7. Implements and maintains departmental safety reporting system, to include reports and follow-up. 8. Attends meetings, conferences, and seminars. 9. Assists and participates in the formulation of the safety budget. 10. Assists in the identification of causes and trends for accidents, injuries, and losses. 11. Reviews safety training videos for City-wide applicability. 12. Assists in adapting City-wide safety practices and policies to specific departments or divisions. 13. Prepares reports on inspections and audit report findings, industrial hygiene results and recommendations, safety engineering regulations, and incident investigation reports. 14. Develops and updates the City’s Safety Handbook. ESSENTIAL FUNCTION: Safety Mitigation Activities. Employee performs duties to promote safety throughout the City departments and reduce the risk of accidents and safety issues. 1. Evaluates and addresses risks related to safety and security, as well as hazardous materials and environmental concerns. 2. Conducts job site and facility safety inspections. 3. Conducts scheduled Departmental safety audits. 4. Monitors the correction of unsafe practices and hazards. 5. Coordinates, conducts, evaluates, and recommends safety training programs. Page 287 of 448 3 6. Investigates accidents and gathers investigative data to prepare reports and statistics. 7. Tracks safety related occurrences and data to prepare reports. 8. Investigates safety related complaints and provides recommendations for the resolution of complaints and issues. 9. Inspects trenches, confined spaces, etc., at work sites to ensure conformance with OSHA standards. 10. Detects hazardous materials and chemicals. 11. Examines materials, equipment, and storage facilities to ensure the safety of employees. 12. Conducts training sessions for employees and their supervisors regarding safety in the workplace and safe working environments, including proper lifting techniques and other safe working practices, the safe utilization of equipment and tools, the recognition of hazardous conditions, etc. 13. Reviews employee safety performance and makes recommendations for disciplinary and/or remedial action based on incident history and causation. 14. Acts as the point of contact regarding safety, compliance, and PPE for every department including utilities. 15. Organizes safety seminars and training including but not limited to Drug & alcohol training, Sexual harassment, and CDL training for all city employees. 16. Certified CPR/AED instructor training employees for new and existing certification for all city employees. 17. Manage all leaves of absence including but not limited to workers compensation leave, Family Medical Leave (FMLA), and non-FMLA while maintaining time entry for each employee who is absent. 18. Maintain compliance with Clearinghouse by monitoring and updat ing employees who are DOT certified. Also Query every employee on an annual basis. 19. Manages Loss Control Prevention Compliance Annual and quarterly reporting) to include public safety regulatory standards (Parks, playgrounds, etc.) 20. Participate in, and at times facilitate, New Employee Orientation. 21. Attend City Council meetings as needed. 22. Attend Personnel Board meetings. 23. Attend and/or be on call for all city events, parades, etc. 24. Must be available or have immediate access twenty-four hours a day to city issued phone in case of emergency NON-ESSENTIAL FUNCTION: 1. Responds to emergency calls during hurricanes, inclement weather, or other emergency situations. 2. Performs other job-related duties as required or assigned. Page 288 of 448 4 Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of City office locations. 3. Knowledge of the principles, techniques, and methods of modern safety administration. 4. Knowledge of the principles, practices, and trends related to occupational health and safety. 5. Knowledge of current and accepted methods and strategies related to safety practices and principles. 6. Knowledge of investigative methods and analysis techniques related to occupational accidents, injuries, and emergencies. 7. Knowledge of federal, state, and local safety-related laws, standards, and regulations. 8. Knowledge of worker’s compensation rules and regulations. 9. Knowledge of principles, practices, and methods of budget preparation and administration. 10. Knowledge of the basic principles of employee safety training and work behavior motivation. 11. Knowledge of OSHA regulations and policies. 12. Knowledge of safety rules including accident causation and prevention. 13. Communication skills to effectively communicate internally and externally, both orally and in writing. 14. Verbal skills to communicate effectively with officials, supervisors, co - workers, and public. 15. Reading skills to comprehend and interpret technical and trade journals, industry specific periodicals, product/manufacturer specifications, and related technical information and data. 16. Writing skills to take field notes; write reports, correspondence and recommendations using correct English, grammar, punctuation, and spelling. 17. Math skills to perform calculations (add, subtract, multiply, divide) and some statistical analysis. 18. Skills in organizing, prioritizing, and sequencing projects and tasks. 19. Ability to assess workplace situations and hazards and to recommend appropriate corrective measures and strategies. 20. Ability to clearly communicate information both verbally and in writing. 21. Ability to listen and understand information and ideas presented verbally and in writing. 22. Ability to relate highly technical issues and respond to questions at a layman's level of understanding. 23. Ability to deal with stressful situations and effectively handle complaints. 24. Ability to work independently and with minimal supervision. 25. Ability to analyze situations and exercise good judgment. 26. Ability to write technical documentation. Page 289 of 448 5 27. Ability to organize work, establish priorities, meet established deadlines, and follow up on assignments with minimum direction. 28. Ability to establish and maintain effective working relationships with employees, division and department heads, public/private sector contacts, and City administration. 29. Ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives. 30. Ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job 31. Ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems. 32. Ability to exercise judgement, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable 33. Ability to drive. Minimum Qualifications 1. Possess a bachelor’s degree in occupational health and safety, safety management, human resources management or related field from an accredited college or university. 2. Minimum of three (3) years of practical work experience in safety and risk management; or any combination of education, training and experience that demonstrates the above listed knowledge, skills, and abilities commensurate with the requirements of this job. 3. Possess a current and valid driver’s license; must be insurable. 4. Possess or ability to obtain and maintain Certified Safety Professional (CSP) designation within a prescribed period of time after hire. 5. Ability to work non-standard hours, including weekends and holiday, and on call. 6. May be required to obtain commercial drivers’ license (CDL) 7. Ability to travel and stay overnight as required. 8. Ability to pass a pre-employment background check and an initial drug screen. Physical Demands The work requires some physical exertion such as long periods of standing; walking over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, Page 290 of 448 6 reaching or similar activities; recurring lifting moderately heavy items such as record boxes. The work may require specific, but common, physical characteristics and abilities such as above-average agility and dexterity. Work Environment The work environment involves high risks with exposure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions, e.g., working at great heights under extreme weather conditions, or similar situations where conditions cannot be controlled. Page 291 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Senior Human Resources Coordinator Department: Human Resources FLSA: Exempt Grade: 11 Safety Sensitive: Yes Security Sensitive: Yes Job Description Prepared: April 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Human Resources Director Subordinate Staff: None Internal Contacts: All Departments; All Employees External Contacts: General Public Job Summary Under the supervision of the Director of Human Resources, the employee performs the professional functions of personnel management. The employee also assists the HR Director with centralized human resource functions. The employee coordinates programs and special events to ensure effective implementation and execution of benefits. The employee assists in the general operation of the department by assisting with the maintenance and implementation of personnel policies and activities. This job is considered security-sensitive and is subject to pre-employment background check. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person Page 292 of 448 2 with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: 1. Serves as a consultant and human resources liaison to all City departments regarding employment, classification, compensation, employee relations, and other human resources issues. Provides a variety of information to employees, management, and the public regarding human resources programs, policies, and procedures. 2. Coordinates the hiring process by managing job requisitions in the applicant tracking system, creating screening processes and interview questions, participating in interviews with hiring managers, and assisting in the decision - making step of the hiring process. 3. Recruits new employees; posts job openings and notices; attends job fairs; screens possible candidate applications; forward qualified applications to appropriated personnel. 4. Conducts pre-employment screening of selected candidates; obtains required documentation; schedules drug and alcohol screens; checks references and verifies employment. 5. Contacts department heads and other parties to provide hiring and start date information; drafts and sends approved offer letters to new hires to coordinate the pre-employment process, orientation activities and official start dates. Provides relative information regarding benefits, work locations, and contact information. 6. Counsels employees regarding policies, procedures, and resolution of complaints. Advises employees regarding the grievance process. Provides direction, guidance and support to employees and management regarding employment practices, city policies, and processes. 7. Assists in administering the classification plan by performing desk audits to validate job responsibilities. Processes salary adjustments and increases as directed. 8. Researches, compiles, and monitors administrative, statistical, or other data pertaining to department operations. Conducts research of department files, database records, electronic data sources, internet sites, hardcopy materials, or other sources as needed 9. Performs all personnel work functions in accordance and compliance with applicable federal and state laws, and with City ordinances, to include the Department of Labor (DOL), Fair Labor Standards Act (FLSA), Americans with Disabilities Act (ADA), Equal Employment Opportunity (EEO), and Family and Medical Leave Act (FMLA), as well as others. 10. Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures; receives and reviews various documentation, including applications, employee information and data, and policies and procedures. NON-ESSENTIAL FUNCTION: Page 293 of 448 3 Performs other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. Knowledge of simple arithmetic operations. 2. Knowledge of Federal, State, and City rules, regulations, guidelines, policies and procedures related to compensation, classification, and other human resources areas. 3. Knowledge of research, analysis, development, implementation and enforcement of all personnel functions, practices, and procedures. 4. Knowledge of computers and related equipment, hardware and software for utilization of Human Resources Information Systems to track and implement employee payroll, leave, benefits, training, and overtime. 5. Skill in effective oral and written communication. 6. Skill in operating, maneuvering and/or controlling the actions of equipment, machinery, tools, and/or materials used in performing essential functions. 7. Ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives. 8. Ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job 9. Ability to utilize a wide variety of reference, descriptive, advisory and/or design data and information. 10. Ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems. 11. Ability to exercise judgement, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable Minimum Qualifications 1. Bachelor’s degree in Human Resources or a related field 2. Minimum three (3) years of experience in human resources, or any equivalent combination of education, training, and experience which requires the requisite knowledge, skills, and abilities for this job. Experience in the public sector may be preferred. 3. Valid Alabama Driver’s License 4. Must possess a valid Society of Human Resources Management (SHRM-CP) certification. Page 294 of 448 4 Physical Demands The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. Work Environment The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with offic e equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated. Page 295 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Senior Services Assistant Department: Community Affairs FLSA: Non-Exempt Grade: 5 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: June 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Senior Services Coordinator and Manager Subordinate Staff: None Internal Contacts: All Nix Center Staff External Contacts: General Public; Members; Sponsors; Renters; Vendors Job Summary Under the general supervision of the Senior Services Manager and the Senior Services Coordinator, the Senior Services Assistant performs duties to assist with Senior Event operations of the Nix Center. The employee coordinates and facilitates an array of customer service duties to include meeting and greeting visitors, assisting members, and providing aid in the logistics of program administration and implementation. The employee assists with facilitation and administration for programs. This job is identified as safety - sensitive and is subject to a pre-employment background check and random drug screenings. Page 296 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Nix Center Operations. Coordinates and aid in the day-to- day operations of the Nix Center to include assistance with the facilitation, execution, and implementation of programs, and facility events and activities. 1. Acts as a reference and source of information. 2. Assists with the overall daily operations and functions of the Nix Center. 3. Assists existing members; responds to requests and provides direction. Maintains collegial, productive, and professional relationships among employees and colleagues. 4. Attends and participates in meetings; assists in the development of reports on center activities. 5. Distributes assembled materials as appropriate. 6. Ensures confidentiality as determined and appropriate. 7. Represents the Center and City in a consistently professional and positive manner. 8. Assists members, guests, and patrons; aids in maintaining safety of all individuals. ESSENTIAL FUNCTION: Facility Rentals. Performs administrative and customer service in order to provide exceptional services to the senior citizens and aging population and to assist in the effective and efficient operations of the Center. 1. Greets visitors; responds to requests and inquiries. 2. Answers phones and appropriately route if necessary. 3. Receives member payments. 4. Counts and processes member and rentals fees and payments. 5. Makes facility reservations via telephone and in person. 6. Provides tours of the facility for interested prospective members 7. Provides an explanation of the rules, regulations, and policies and procedures governing rentals. 8. Assists with contractual agreement for rental of the facility. 9. Processes contractual agreements to include providing paperwork, explaining the specifics and details, and assisting with the completion of the agreement. 10. Communications the specifics of events to renters and vendors to serve as confirmation of details. 11. Establishes contact with vendors to check licensing and permits for up -to- date status and adherence to legal deadlines. Page 297 of 448 3 12. Visually inspects facility prior to and after events and programs to ensure cleanliness and free of debris. 13. Decorates the facility for special events and programs. 14. Assist with set up/dissemble for events and activities. 15. Assists and monitors after hour events. ESSENTIAL FUNCTION: Programs. Assists with development, set up, and execution of programs, activities, special events in order to effectively provide services to senior citizens and the aging population. 1. Recommends new programs and activities for seniors. 2. Assists with the development, specifics, and details of new programs. 3. Set up for various programs to include arranging tables and chairs, arranging necessary materials and equipment, and providing refreshments. 4. Cleans and disinfects tables, chairs, and other surfaces. 5. Disassemble arrangements and inspects rooms after programs to aid in cleanliness and remove and debris. 6. Assists with planning the logistics and specifics of programs to successfully execute. 7. Assists with the implementation and execution of programs. 8. Posts flyers and other marketing materials to display pertinent information of programs. 9. Drives to run errands. NON-ESSENTIAL FUNCTION: 1. Assists seniors to aid in balance and to help prevent falls. 2. Performs light cleaning of facility. 3. Performs other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of City geography and road systems. 3. Knowledge of safety rules including accident causation and prevention. 4. Knowledge of customer service skills. 5. Knowledge of senior citizens and the aging population to include challenges. 6. Knowledge of mathematics and computational skills. 7. Knowledge of the principles and practices of cardio-pulmonary resuscitation (CPR) and First Aid. 8. Communication skills to effectively communicate internally and externally, both orally and in writing. Page 298 of 448 4 9. Verbal skills to effectively communicate with co-workers, supervisors, the general public and over the telephone. 10. Writing skills to develop professional letters, reports, and other materials using correct English, grammar, punctuation, and spelling. 11. Listening skills to take accurate statements. 12. Reading skills to understand and interpret state and City law enforcement directives, procedures, and instructions. 13. Math skills to perform basic mathematical calculations. 14. Math skills to perform basic calculations (add, subtract, multiply, divide). 15. Ability to administer First Aid and CPR. 16. Ability to operate standard office equipment. 17. Ability to use computers and office productivity software. 18. Ability to maintain professional attitude. 19. Ability to handle and account for monies. 20. Ability to deal with all contacts in a courteous and patient manner. 21. Ability to handle irate individuals. 22. Ability to handle dynamic situations in a calm and courteous manner. 23. Ability to maintain strict confidentiality dealing with personnel records. 24. Ability to prioritize work projects and multi-task. 25. Ability to organize files and work projects. 26. Ability to work with little or no supervision. 27. Ability to drive. Minimum Qualifications 1. Possess a high school diploma or GED; an associates’ degree in business, administration, or related field from an accredited college is preferred. 2. Minimum of two (2) years of previous work experience of working with the public. 3. 2Previous experience of working with seniors is preferred. 4. Possess a current and valid driver’s license; must be insurable. 5. Ability to work nonstandard or extended work hours. 6. Ability to pass a pre-employment background check and an initial drug screen. Physical Demands The work requires some physical exertion such as long periods of standing; walking over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching or similar activities; recurring lifting moderately heavy items such as record boxes. The work may require specific, but common, physical characteristics and abilities such as above-average agility and dexterity. Page 299 of 448 5 Work Environment The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with offic e equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated. Page 300 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Senior Services Coordinator Department: Community Affairs FLSA: Non-Exempt Grade: 8 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: June 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Senior Services Manager Subordinate Staff: Senior Services Assistant Internal Contacts: All Nix Center Staff External Contacts: General Public; Members; Sponsors; Renters; Vendors Job Summary Under the general supervision of the Senior Services Manager, the Senior Services Coordinator performs duties to assist with overall operation of the Nix Center. Latitude in independent judgment is afforded this employee to provide efficient and high qualities services to all patrons. The employee coordinates and facilitates an array of customer service duties to include meeting and greeting visitors, processing rentals, processing and assisting members, and providing aid in the logistics of program administration and implementation. The employee assists with facilitation and administration for programs. This job is identified as safety-sensitive and is subject to a pre-employment background check and random drug screenings. Page 301 of 448 2 Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Nix Center Operations. Coordinates and aid in the day-to- day operations of the Nix Center to include assistance with the facilitation, execution, and implementation of programs, and facility events and activities. 1. Acts as a reference and source of information. 2. Assists with and coordinates the overall daily operations and functions of the Nix Center to include administrative and financial duties. 3. Processes new members to including facilitating completion of paperwork and the collection of all fees. 4. Assists existing members; responds to requests and provides direction. 5. Counts monies received; verifies and reconciles. 6. Maintains collegial, productive, and professional relationships among employees and colleagues. 7. Attends and participates in meetings; assists in the development of reports on center activities. 8. Maintains files, documents, and records as it relates to Center functions and operations. 9. Assists with assembling documents and reports. Distributes assembled materials as appropriate. 10. Ensures confidentiality as determined and appropriate. 11. Represents the Center and City in a consistently professional and positive manner. 12. Assists members, guests, and patrons; aids in maintaining safety of all individuals. ESSENTIAL FUNCTION: Performs administrative and customer service in order to provide exceptional services to the senior citizens and aging population and to assist in the effective and efficient operations of the Center. 1. Greets visitors; responds to requests and inquiries. 2. Answers phones and appropriately routes if necessary. 3. Receives member and rentals fees and payments. 4. Counts and processes member and rentals fees and payments. 5. Makes facility reservations via telephone and in person. 6. Provides tours of the facility for prospective members. 7. Provides an explanation of the rules, regulations, and policies and procedures governing rentals and membership. 8. Assists with contractual agreement for rental of the facility, if needed. 9. Creates and schedules lively and informational programming for seniors. Page 302 of 448 3 10. Schedules group and individual meetings and activities. 11. Processes contractual agreements to include providing paperwork, explaining the specifics and details, and assisting with the completion of the agreement, if needed. 12. Visually inspects facility prior to and after events and programs to ensure cleanliness and free of debris. 13. Decorates the facility for special events and programs. 14. Assist with set up/disassemble for events and activities. 15. Assists and monitors after hour events. ESSENTIAL FUNCTION: Programs. Assists with development, set up, and execution of programs, activities, special events in order to effectively provide services to senior citizens and the aging population. 1. Recommends new programs and activities for seniors. 2. Assists with the development, specifics, and details of new programs. 3. Set up for various programs to include arranging tables and chairs, arranging necessary materials and equipment, and providing refreshments. 4. Cleans and disinfects tables, chairs, and other surfaces. 5. Disassemble arrangements and inspects rooms after programs to aid in cleanliness and remove and debris. 6. Assists with planning the logistics and specifics of programs to successfully execute. 7. Assists with the implementation and execution of programs. 8. Posts flyers and other marketing materials to display pertinent information of programs. 9. Drives to run errands. NON-ESSENTIAL FUNCTION: 1. Assists seniors to aid in balance and to help prevent falls. 2. Performs light cleaning of facility. 3. Performs other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of City geography and road systems. 3. Knowledge of safety rules including accident causation and prevention. 4. Knowledge of customer service skills. 5. Knowledge of senior citizens and the aging population to include challenges. 6. Knowledge of mathematics and computational skills. Page 303 of 448 4 7. Knowledge of the principles and practices of cardio-pulmonary resuscitation (CPR) and First Aid. 8. Communication skills to effectively communicate internally and externally, both orally and in writing. 9. Verbal skills to effectively communicate with co-workers, supervisors, the general public and over the telephone. 10. Writing skills to develop professional letters, reports, and other materials using correct English, grammar, punctuation, and spelling. 11. Listening skills to take accurate statements. 12. Reading skills to understand and interpret state and City law enforcement directives, procedures, and instructions. 13. Math skills to perform basic mathematical calculations. 14. Math skills to perform basic calculations (add, subtract, multiply, divide). 15. Ability to administer First Aid and CPR. 16. Ability to operate standard office equipment. 17. Ability to use computers and office productivity software. 18. Ability to maintain professional attitude. 19. Ability to handle and account for monies. 20. Ability to deal with all contacts in a courteous and patient manner. 21. Ability to handle irate individuals. 22. Ability to handle dynamic situations in a calm and courteous manner. 23. Ability to maintain strict confidentiality dealing with personnel records. 24. Ability to prioritize work projects and multi-task. 25. Ability to organize files and work projects. 26. Ability to work with little or no supervision. 27. Ability to drive. Minimum Qualifications 1. Possess a high school diploma or GED; an associates’ degree in business, administration, or related field from an accredited college is preferred. 2. Minimum of two (2) years of previous work experience of working with the public. 3. Previous experience of working with seniors is preferred. 4. Possess a current and valid driver’s license; must be insurable. 5. Ability to work nonstandard or extended work hours. 6. Ability to pass a pre-employment background check and an initial drug screen. Physical Demands The work requires some physical exertion such as long periods of standing; walking over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, Page 304 of 448 5 reaching or similar activities; recurring lifting moderately heavy items such as record boxes. The work may require specific, but common, physical characteristics and abilities such as above-average agility and dexterity. Work Environment The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with offic e equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated. Page 305 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Staking Technician Department: Electric Department FLSA: Non-Exempt Grade: 6 Safety Sensitive Job: Yes Security Sensitive Job: No Job Description Prepared: June 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all -inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Electric Superintendent Subordinate Staff: None Internal Contacts: Electric Department; Gas Department; Water and Wastewater Department External Contacts: Alabama Department of Transportation (ALDOT)-Baldwin County Office; Baldwin County Permit Office; Private Engineering Firms; Contractors; General Public Job Summary Under the supervision of the Electric Superintendent, this employee prepares schematic designs and construction documents such as permits survey documents utilizing computer aided design (CAD) software. The employee prints out requested documents using a plotter. This employee performs surveying work involving as-built plans for state required permits. Survey work involves utilization of standard surveying equipment such as a tripod and transit and measuring stick and wheel. This employee works with utility Line Locators when performing survey work to ensure exact utility location s within right- of-way (ROW). The employee submits completed site or plot drawings to the county ALDOT office for their review and approval. This employee locates utility lines using Page 306 of 448 2 handheld electronic locating equipment. This job is considered safety-sensitive is subject to a pre-employment background check and random drug screens. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTION: Prepares Schematic Designs and Drawings. Prepares various schematic designs and drawings utilizing CAD software. 1. Prepares schematic designs and drawings for Electric Department projects utilizing CAD software and manual drawing processes, designs and drawings support preparation of utility permits and other Department tasks. 2. Assists Department staff in design and drawing preparation. 3. Uses plotter to prepare and print requested designs and drawings. 4. Prepares work orders and cost estimates for construction of electric system. 5. Calculates fault currents and makes fuse coordination studies 6. Designs and specifies street and park lighting systems. 7. Advises and assists customers and developers on commercial, industrial, and residential services and main extensions. ESSENTIAL FUNCTION: Performs Surveying Work. Performs survey work at work sites throughout the Department’s service area. 1. Uses standard survey equipment such as tripods, transits and measuring sticks and wheels to perform surveying tasks at project sites. 2. Uses survey work to verify as-built plans for state permit compliance. 3. Coordinates with Department Line Locators to verify and confirm utility line locations when performing survey work. 4. Prepares, files and records easements. 5. Performs field tests such as high voltage cable testing and fault locating, EMF detection. ESSENTIAL FUNCTION: Line Location. Uses handheld electronic utility line location equipment to locate utility lines at work sites. 1. Uses handheld electronic utility location devices to locate and mark underground electric, water, gas, and sewer utilities at work sites. 2. Performs field work such as determining road right-of-way & easement locations, staking with tools including a compass, line level and transit. 3. Provides collected line location data to Department’s global positioning system (GPS) office for data entry. Page 307 of 448 3 NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned. Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules, regulations, policies, and procedures. 2. *Knowledge of City geography, road, and street systems. 3. Knowledge of CAD design and drawing software and applications related to electric utility project construction, repair, and maintenance. 4. Knowledge of surveying techniques and procedures. 5. Knowledge of work site safety regulations and requirements. 6. Verbal skills to effectively communicate with co -workers, supervisors, and the general public. 7. Writing skills to prepare reports and other materials using correct English, grammar, punctuation, and spelling. 8. Reading skills to understand and interpret City policies and guidelines. 9. Math skills to perform basic calculations (add, subtract, multiply, divide). 10. Ability to operate standard office equipment. 11. Ability to operate plotters. 12. Ability to manually draw plans, schematics, and other documents. 13. Ability to utilize handheld electronic utility locating equipment. 14. Ability to use computers and office productivity software. 15. Ability to maintain professional attitude. 16. Ability to use a telephone. 17. Ability to deal with all contacts in a courteous and patient manner. 18. Ability to prioritize work projects and multi-task. 19. Ability to organize files and work projects. 20. Ability to work with little or no supervision. 21. Ability to drive. Minimum Qualifications 1. Possess a high school diploma or GED; prefer technical or community college degree in computer-aided design or drafting. 2. Minimum of one (1) to three (3) years of experience in computer-aided drafting or related work experience and two (2) to four (4) years previous experience working in utilities, or any equivalent combination of education, training, and experience. 3. Possess a current and valid driver’s license; must be insurable. 4. Ability to travel to attend professional development programs or training courses. Page 308 of 448 4 5. Ability to pass a pre-employment background check and an initial drug screen. Physical Demands The work requires some physical exertion such as long periods of standing; walking over rough, uneven, or rocky surfaces; recurring bending, crouching, stooping, stretching, reaching or similar activities; recurring lifting moderately heavy items such as record boxes. The work may require specific, but common, physical characteristics and abilities such as above-average agility and dexterity. Work Environment The work involves moderate risks or discomforts which require special safety precautions, e.g., working around moving parts, carts, or machines; with contagious diseases or irritant chemicals, etc. Employees may be required to use protective clothing or gear such as masks, gowns, coats, boots, goggles, gloves, or shields. Page 309 of 448 1 CITY OF FAIRHOPE JOB DESCRIPTION Job Title: Utilities Public Relations Coordinator Department: Community Development FLSA: Exempt Grade: 11 Safety Sensitive: Yes Security Sensitive: No Job Description Prepared: August 2024 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all-inclusive. The employee may be assigned other duties that are not specifically included. Relationships Reports to: Director of Community Affairs Subordinate Staff: None Internal Contacts: All Departments; All Employees External Contacts: General Public; Elected Officials; Legislators, Local Businesses; Local, State, and Federal agencies Job Summary This position is responsible for performing public outreach events, presentations, and communication plans used to disperse pertinent public information for Fairhope Public Utilities. The Utilities Public Relations Coordinator is responsible for the development of a communications program for water, wastewater, gas, and electric utilities. Work includes designing a variety of media materials to promote and communicate utility services, activities, programs, and projects to the general public, targeted customers, and various regional and state organizations and agencies. This position is responsible for developing, coordinating and providing effective communications and media expertise as well as promoting the programs and services of Fairhope Public Utilities in coordination with countywide and regional partners. Considerable independent judgment and initiative are exercised in the performance of duties that require extensive public contact, presentation development and writing skills. This job is considered Page 310 of 448 2 safety-sensitive and is subject to a pre-employment background check and random drug screens. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. ESSENTIAL FUNCTIONS: Community Relations and Public Affairs. Performs outreach duties to build relationships and establish rapport, strategic plans for utility opportunities. 1. Establish short term and long-term goals and objectives. 2. Develop policies and procedures, and branding and communication standards for Fairhope Public Utilities. 3. Manges community affairs operation to achieve goals within available resources; plans and organizes workloads and assignments. 4. Develop short term and long-term plans for a project; gather, interpret, and prepare data for reports and recommendations; coordinates department activities with other departments and agencies as needed. 5. Develops and delivers private and public presentations regarding current and future projects. 6. Meets with businesses and community officials to determine overall development needs and goals; and to develop and support activities, programs, and plans. 7. Acts as an official point of contact and reference. 8. Performs research in order to assess and determine potential contacts for collaboration and engagement. 9. Contacts and engages with other entities and organizations. 10.Seeks opportunities for collaboration with partners. 11.Collaborates and engages with other entities to establish rapport and build relationships. 12.Acts as a liaison to private and public secondary sources of information, supplements secondary sources with local original research. 13.Serves as liaison to various boards and commissions. 14.Conducts presentations to various groups. 15.Responds to citizenry request and inquiries. 16.Resolves citizenry complaints. ESSENTIAL FUNCTIONS: Marketing, Community and Public Relations. Coordinates customer communication and strategies in order disseminate information to Fairhope Public Utilities customers in an effective and timely manner. Page 311 of 448 3 1. Writes and edits news releases, feature stories, articles, newsletters and speeches and arranges for the dissemination of finished materials. 2. Develops and maintains the Fairhope Public Utilities strategic communications plan, and crisis communications plan. 3. Coordinates customer communications including design and development of billing inserts, social media communications, water conservation information, and water quality notifications. 4. Coordinates city and countywide public communications programs including targeted outreach and infrastructure improvements communication. 5. Participates in multi-agency regional partnership communications programs. 6. Collaborates with internal and external agencies for marketing campaigns including professional video, printed materials, and social media. 7. Manages day to day communications in emergency situations which may include water main breaks, sanitary sewer overflows, power outages, hurricane/disaster recovery events, and water quality related press releases. 8. Assists consultants and vendors engaged in communications related activities on behalf of the Fairhope Public Utilities. 9. Develops and updates website content as needed. 10.Collects and analyzes survey and statistical data related to public outreach programs. 11.Writes educational and informational copy on special topics; sets up feature stories and pictorial layouts. 12.Conducts field and office research in obtaining materials to be used in feature articles. 13.Meets with departmental staff, civic organizations and the general public for the purpose of discussing and securing information to be used in writing articles. 14.Orders and designs promotional pieces for the Fairhope Public Utilities such as banners, pens, and pencils. 15.Attends trade shows and gathers promotional materials. NON-ESSENTIAL FUNCTIONS: Performs all other duties as required or assigned. KNOWLEDGE, SKILLS, AND ABILIITIES (*Can be acquired on the job) •*Knowledge of City rules, regulations, polices, and procedures. •*Knowledge of City geography, road, and bridge systems. •Knowledge of the community and regional layout in order to collaborate with local businesses. •Knowledge of utilities crisis communication plans and protocols. •Knowledge of the functions, needs, policies, laws, ordinances, and regulations governing the operation of cities. • General knowledge of water, wastewater, gas and electrical systems and operations. •Working knowledge of marketing and finance. Page 312 of 448 4 •Knowledge of appropriate computer application and software •Knowledge of the operations of local, state, federal governments •Knowledge of research resources and techniques •Verbal communication skills to communicate with the general public. •Ability to communicate effectively in verbal, written, graphic and visual form; •Ability to deliver presentations, negotiate, counsel, issue instruction, answer questions, interact with, and respond to a variety of people. •Ability to relate productively to external groups including business/community groups, state and local officials and the general public. •Ability to understand and respond to present and emergency policy issue concerns. •Ability to develop and maintain effective working relationships with key figures in government, agencies, or the general public. •Ability to meet the public in a courteous and tactful manner. •Ability to obtain information and to give clear and concise explanations of city ordinances and regulations. •Ability to maintain office records. •Ability to maintain professional attitude. •Ability to handle account for monies. •Ability to use a multiline telephone. •Ability to deal with all contacts in a courteous and patient manner. •Ability to handle irate individuals. •Ability to handle dynamic situations in a calm and courteous manner, •Ability to maintain strict confidentiality dealing with personnel records. •Ability to prioritize work projects and multi-task. •Ability to organize files and work projects. •Ability to drive. •Ability to work weekends and nights. MINIMUM QUALIFICATIONS 1. Graduation from an accredited four-year college or university with a bachelor’s degree in public administration, Business Administration, or a related field. 2. One (1) year of similar previous professional work experience in public relations or marketing. 3. Possession of a valid and current driver’s license; must be insurable. 4. Ability to work irregular hours and attend overnight meetings as duties demand. 5. Ability to pass a pre-employment background check. PHYSICAL DEMANDS The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as Page 313 of 448 5 papers, books, small parts, driving an automobile, etc. No special physical demands are required to perform the work. WORKING CONDITIONS AND ENVIRONMENT The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences, commercial vehicles, eg., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated, and ventilated. Page 314 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-648 FROM: Kim Creech, CITY TREASURER SUBJECT: City Treasurer, Kim Creech, is requesting the approval to charge off Uncollectible Utility Accounts for Fiscal Year 2018 in the amount of $180,108.39. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: Approve the write off of Uncollectible Utility Accounts for Fiscal Year 2018 in the amount of $180,108.39. BACKGROUND INFORMATION: The utility account balances listed have been deemed uncollectible and need to be charged off in Fiscal Year 2024. Prior Council Action: August 29, 2023, during its regularly scheduled meeting, the Council approved the write off of Fiscal Year 2017 Uncollectible Utility Accounts in the amount of $226,888.90. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget Utilities - 12100 Allowance for Doubtful Accounts $666,830.88 $180,108.39 $486,722.49 Treasury to adjust subsidiary billing ledgers to reflect write off of uncollectible utility accounts. The Allowance for Doubtful Accounts has appropriate reserves for the annual write off of uncollectible utility accounts. GRANT: LEGAL IMPACT: Page 315 of 448 FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: Individual(s) responsible for follow up: Vicki Acker, Utility Billing Coordinator - Adjust subsidiary ledger account balances to reflect write offs. Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 316 of 448 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City Council approves to charge off Uncollectible Utility Accounts for Fiscal Year 2018 in the amount of $180,108.39. DULY ADPOTED ON THIS 23RD DAY OF SEPTEMBER, 2024 ____________________________________ Corey Martin, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 317 of 448 CITY OF FAIRHOPE, AL BATCH 00048903 :OVER-SHORT ADJUSTMENT PROCESS REASON CODE: 99 1000 1100 1110 1999 2000 2100 2101 3000 3001 3100 3200 4000 4001 5000 5515 6000 7000 9000 GAS GAS JOINT SALES AT 10 PERCENT GAS JOINT SA LE S AT 12 .15 PER CENT GAS-UNATTAC HED DEPOSIT ELECTRIC ELECTRIC READ ONLY DEMAND ELECTRIC BILLED DEMAND WATER WATER FLAT CHARGE WATER -WB WATER WC SEWER SEWER FIXED Sl -S4 GARBAGE RECONNECT FEE SEC URITY LIGHTS STATE UTILITY TAX LATE FEE (5%) RECORDS SELECTED : 2,282 Rep ort generated: 09/03/2024 15: 12 user : v,cki .acker Program IO : arwrtoff •Wi·iiti!t•SM§#lil#•jj#·!Al1 12,156 .10 3,029.85 474 .23 .00 7 5,605.17 3,440 .65 785 . 44 42,639 .6 1 522 . 91 255.92 116 . 72 19,207 .00 711 . 72 8 ,276 .51 .00 119. 77 6,629 .48 6,137.31 12 ,156 .10 3,029.85 474.23 .00 75,605.17 3,440 .65 785 . 44 42,639 .61 522 .91 255 .92 116. 72 19,207 .00 711. 72 8,276 .51 .00 119 . 77 6,629.48 6,137 .31 ** END OF REPORT -Gene r ated by Vicki Acker •• Page 45 Page 318 of 448 City of Fa i rhope Utility Uncollectible Accounts 002-12100 Gas 16,854.92 003 -12100 Electric 86,050.64 004 -12100 Water/Sewer 68,294 .89 005 -12100 Sanitation 8 ,907 .94 180 ,108.39 Page 319 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-652 FROM: Kim Creech, CITY TREASURER SUBJECT: The City Treasurer, Kim Creech, requests approval to extend the engagement letter agreement for financial advising with PFM Financial Advisors, LLC. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: To approve the Mayor to execute an annual extension of the engagement letter with PFM Financial Advisors, LLC with a retainer fee of $20,000.00. BACKGROUND INFORMATION: The City Treasurer, Kim Creech, requests approval to extend the engagement letter with PFM Financial Advisors, LLC for another year. PFM Financial Advisors, LLC provides consulting services related to financial planning, budget and strategic advice and planning, policy development and services related to debt issuance. This professional services is exempt from formal bidding per Code of Alabama 1975, Section 41-16-51 (a)(3) "Contracts for securing services of attorneys, physicians, architects, teachers, superintendents of construction, artists, appraisers, engineers, consultants, certified public accountants, public accountants, or other individuals possessing a high degree of professional skill where the personality of the individual plays a decisive part." BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001100- 50290 General Gov. - Professional Services $20,000.00 $20,000.00 $0.00 Financial consulting services expense included in FY25 Draft Budget for General Government professional services. GRANT: Page 320 of 448 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 321 of 448 RESOLUTION NO. ________ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City Council authorizes Mayor Sherry Sullivan to execute an extension of the PFM Financial Advisors, LLC Engagement Letter Agreement for the City of Fairhope for Professional Consulting Services as Financial Advisor for year-long services with a not-to-exceed retainer of $20,000.00. This professional service is exempt from formal bidding per Code of Alabama 1975, Section 41-16-51 (a)(3). ADOPTED ON THIS 23RD DAY OF SEPTEMBER 2024 _______________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 322 of 448 City of Fairhope RFQ PS23-028 Financial Advisory Services Contract Extension No. 1 This EXTENSION NO.1 of CONTRACT ("Extension") is made this _____ day of _______________________ ,2024, for the purpose of extending the agreement known as RFQ PS23-028 Financial Advisory Services, dated September 11, 2023, (“Original Contract") between the City of Fairhope and PFM Financial Advisors, LLC (the "Parties"). 1. Extension 1 of this agreement, which is attached hereto as a part of this Extension, is described below: RFQ PS23-028 Financial Advisory Services and will end on September 10, 2024 at midnight. 2. The Parties agree to extend Extension 1 agreement for an additional period, which will begin immediately upon the expiration of the original time period September 11, 2024 and will end on September 10, 2025. 3. This Extension binds and benefits both Parties and any successors or assigns. This document, including the attached Original Contract, is the entire agreement between the Parties. All other terms and conditions of the Original Contract, including pricing, remain unchanged. IN WITNESS WHEREOF, the parties hereto have executed this Contract Extension as of the day and year first above written. THE CITY OF FAIRHOPE, ALABAMA ATTEST: ______________________________ BY: Sherry Sullivan, Mayor BY: Lisa A. Hanks, MMC, City Clerk NOTARY FOR THE CITY STATE OF ALABAMA} COUNTY OF BALDWIN} I, the undersigned authority in and for said State and County, hereby certify that Sherry Sullivan as Mayor of the City of Fairhope whose name is signed to the foregoing document and who is known to me, acknowledged before me on this day, being informed of the contents of the document she executed the same voluntarily on the date of the same bears date. Given under my hand and Notary Seal on this _____day of__________________ , 2024. Notary Public______________________________ My Commission Expires:______________ Page 323 of 448 If Corporation, Partnership, or Joint Venture _____________________________________________________________________________________ Name of Corporation, Partnership, or Joint Venture By: _____________________________________ _______________________________________ Signature of Officer Authorized to Sign Bids Position or Title and Contracts for the Firm _____________________________________________________________________________________ Email Address _____________________________________________________________________________________ Business Mailing Address _____________________________________________________________________________________ City, State, Zip Code _____________________________________ _______________________________________ General Contractor’s License Number Foreign Corporation Entity ID (Required of out-of-state vendors) NOTARY STATE OF ______________________________} COUNTY OF ____________________________} I, the undersigned authority in and for said State and County, hereby certify that _____________________________________ , as ___________________________________________ Type or Print Name of Bid Signer Type or Print Bid Signer Title Respectively, of ______________________________________________________________________ Type or Print Company Name Whose name is signed to the foregoing document and who is known to me, acknowledged before me on this day, that, being of the contents of the document they executed the same voluntarily on the day the same bears date. Given under my hand and Notary Seal on this ________ day of _____________, 2024. Notary Public ___________________________ My Commission Expires ___________________ Page 324 of 448 PFM FINANCIAL ADVISORS LLC AGREEMENT FOR FINANCIAL ADVISORY SERVICES This agreement ("Agreement"), made and entered into this 19 day of September, 2023, by and between The City of Fairhope, AL ("Client") and PFM Financial Advisors LLC (hereinafter called "PFM"), sets forth the terms and conditions under which PFM shall provide services. WHEREAS, Client desires to obtain the services of a financial advisor to develop and assist in implementing Client's strategies to meet its current and long-term operations, financial obligations, capital financing needs and render assistance in respect to debt transactions; and WHEREAS, PFM is capable of providing the necessary financial advisory services. NOW, THEREFORE, in consideration of the above-mentioned premises and intending to be legally bound hereby, Client and PFM agree as follows: I.SCOPE OF SERVICES PFM shall provide, upon request of the Client, services related to financial planning, budget and strategic advice and planning, policy development and services related to debt issuance, as applicable and set forth in Exhibit A to this Agreement. Client acknowledges and agrees that most tasks requested by Client will not require all services provided for in Exhibit A and as such the specific scope of services for such task shall be limited to just those services required to complete the task. Any material changes in or additions to the scope of services described in Exhibit A shall be promptly reflected in a written supplement or amendment to this Agreement. Services provided by PFM which are not specifically referenced in the scope of services set forth in Exhibit A of this Agreement shall be completed as agreed in writing in advance between the Client and PFM. Upon the request of Client, an affiliate of PFM or a third party referred or otherwise introduced by PFM and/or designated by the Client may agree to additional services to be provided under a separate writing, including separate scope and compensation, between Client and such affiliate or third party. II.WORK SCHEDULE The services of PFM are to commence as soon as practicable after the execution of this Agreement and a request by the Client for such service. III.REGISTERED MUNICIPAL ADVISOR; REQUIRED DISCLOSURES 1.PFM is a registered municipal advisor with the Securities and Exchange Commission (the "SEC") and the Municipal Securities Rulemaking Board (the "MSRB"), pursuant to the Securities Exchange Act of 1934 Rule 15Ba l-2. If Client has designated PFM as its independent registered municipal advisor ("IRMA") for purposes of SEC Rule 15Ba l­ l(d)(3)(vi) (the "IRMA exemption"), then services provided pursuant to such designation shall be the services described in Exhibit A hereto, subject to any agreed upon limitations. Rev. 07.31.2023 Page 325 of 448 Page 326 of 448 Page 327 of 448 Page 328 of 448 Page 329 of 448 Joshua McCoy Page 330 of 448 Page 331 of 448 Page 332 of 448 Page 333 of 448 Page 334 of 448 Page 335 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-653 FROM: Jeff Montgomery SUBJECT: The I.T. Director, Jeff Montgomery, is requesting approval for the procurement of the renewal of 28 user subscriptions for the Citizenserve software by Online Solutions, LLC. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: To approve the procurement of the renewal of 28 annual subscriptions of Citizenserve software for a total of $42,000.00. BACKGROUND INFORMATION: The I.T. Director, Jeff Montgomery, is requesting approval for the procurement of the renewal of 28 user subscriptions for the Citizenserve software by Online Solutions, LLC. This software provides online submittal and permitting for citizens, builders, and developers. The annual cost per license is One Thousand Five Hundred Dollars ($1,500.00), or a total annual cost of Forty-Two Thousand Dollars ($42,000.00). This procurement is exempt from formal bidding per Code of Alabama 1975, Section 41-16-51(a)(11) which states: “(a) Competitive bids for entities subject to this article shall not be required for utility services, the rates for which are fixed by law, regulation, or ordinance, and the competitive bidding requirements of this article shall not apply to: (11) Purchases of computer and word processing hardware when the hardware is the only type that is compatible with hardware already owned by the entity and custom software.” BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001100- 50300, 001200- 50300, 001130- 50300, Various - Computer Expense $42,000.00 $42,000.00 $0.00 Page 336 of 448 001180- 50300, 001350- 50300, 002, 003, 004010- 50300 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 337 of 448 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 the renewal of 28 Annual Subscriptions of Citizenserve Software for the IT Department from Online Solutions, LLC; and authorizes procurement allowed by the Code of Alabama 1975, Section 41- 16-51(a)(11). The total amount is $42,000.00. ADOPTED ON THIS 23RD DAY OF SEPTEMBER, 2024 ___________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 338 of 448 Onllne-Solullons .LLC 1101 E. Warner Rd Suite 160 Tempe, AZ 85284 US (800)325-9818x703 jim@citizenserve.com www.citizenserve.com INVOICE# 5626 BILL TO City of Fairhope ATTN: Erik Cortinas 161 North Section St. Fairhope, AL 36532 DATE I 011oa12024 DESCRIPTION .Annual Bllllng TOTAL DUE $42,000.00 DUE DATE 07/08/2024 Annual billing for 28 Citizenserve user subscriptions (10/13/2024 -10/12/2025) PO 20231315-00 SUBTOTAL TAX (8.3%) TOTAL BALANCE DUE citisenserve TERMS Due on receipt QTY ENCLOSED RATE AMOUNT 28 1,500.00 42,000.00 42,000.00 0.00 42,000.00 $42,000_.00 onlinesolutions ~ 1.800.325.9818 ~ citizenserve I onlinesolutions ~ 1.800.325.9818 ~ citizenserve Page 339 of 448 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Jeff Montgomery Date: 09/10/24 Department: IT 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. Online Solutions - Citizenserve $ 42,000 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? 42,000 3. How many do you need? 1 4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request 5. Vendor Name (Lowest Quote): Online Solutions - Citizenserve 6. Vendor Number: 6285 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: 001100-50300, 001200-50300, 001130-50300, 001180-50300, 001350-50300, 002, 003, 004010 - 50300 Email completed form with quotes and other supporting documentation to Page 340 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-651 FROM: George Ladd , PUBLIC WORKS DIRECTOR SUBJECT: The Director of Public Works, George Ladd, is requesting approval to procure elevator repair at the Fairhope Public Library, and approval to pay 50% of the repair cost up front per the Sourcewell Contract. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: To approve the procurement of elevator repair at the Fairhope Public Library for a not- to-exceed amount of $9,689.19, and to approve payment of 50% of the repair cost up front per the Sourcewell Contract. BACKGROUND INFORMATION: The Director of Public Works, George Ladd, is requesting approval to procure elevator repair at the Fairhope Public Library. The City currently has an annual contract with TK Elevator, who is on Sourcewell Cooperative Contract #080420. The Fairhope Public Library elevator is in need of repair of the hydraulic jacks packing, which have gone bad and need replacing. The hydraulic jack is what moves the elevator up and down. It has hydraulic fluid in it and the packing are gaskets or rings that keep the hydraulic fluid from coming out where the pieces of the jack meet. Small portions of the hydraulic fluid are supposed to come out as the elevator moves up and down, but when the packing becomes worn out, the fluid will leak too quickly other pump cannot create enough pressure to move the elevator cab. There are check valves in each jack that have to be replaced when the packing are replaced. The elevator at the Library is a twin post hydraulic jack, meaning there is a jack on each side of the elevator. The technician will hang the cab, remove the hydraulic oil from each jack, replace the packing and internal check valves (the check valves reduce the pressure of the oil on the pump when the elevator is not being used), replace the hydraulic oil and reconnect the jacks to the elevator. This repair should take approximately two (2) days. The cost of the repair will be Nine Thousand Six Hundred Eighty-Nine Dollars and Nineteen Cents ($9,689.19), and per the Sourcewell Contract, 50% must be paid up front. Page 341 of 448 BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001750- 50375 Library - Building Maintenance $3,213.61 $9,689.19 ($6,475.58) Current budget amount is balance remaining for FY24 in Library Building Maintenance. The cost of this repair exceeds the current budget by $6,475.58. However, there is $10,000.00 included in the Library Building Maintenance FY25 Draft budget for unplanned repairs. GRANT: N/A LEGAL IMPACT: The Vendor will accept a purchase order in lieu of signature on the work order. Work Order and Sourcewell Contract have been forwarded to the City Attorney. 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 342 of 448 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 Elevator Repair at the Fairhope Public Library by TK Elevator that is on the Sourcewell Cooperative Contract (Contract #080420); and therefore, does not have to be let out to bid. The total cost of the repair is $9,689.19. Additionally, City of Fairhope approves to pay 50% of the repair up front per the Sourcewell contract. ADOPTED ON THIS 23RD DAY OF SEPTEMBER, 2024 ___________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 343 of 448 Fairhope Library    September 06, 2024   Purchaser:   City of Fairhope Location:   Fairhope Library   Address:  PO Box 429 Address:  501 Fairhope Ave  Fairhope, AL 36533-0429 Fairhope, AL  36532-2111   Purchaser authorizes TK Elevator Corporation (referred to as "TK Elevator" hereafter) to perform the following work on the equipment and at the location described above, in exchange for the sum of Nine Thousand Six Hundred Eighty Nine Dollars and Nineteen Cents ($9,689.19) inclusive of all applicable sales and use taxes pursuant to the terms and conditions contained in this Work Order (the "Work Order"). Summary: Elevator TKE ID Description   Repair category   1 US212627 Packing   Operational   For further information, please see a detailed Scope of Work on the pages that follow.  In the event you have any questions regarding the content of this Work Order please contact me at +1 850 4770015. We appreciate your consideration. Regards, Mitchell Hagood  TK Elevator Corporation  7810 Sears Blvd  Pensacola  FL 32514  mitchell.hagood@tkelevator.com |+1 850 4770015  Notice: No permits or inspections by others are included in this work, unless otherwise indicated herein. Delivery and shipping is included. All work is to be performed during regular working days and hours as deflned in this Work Order unless otherwise indicated herein.   Repair Work Order  2024-2-1767595 | ACIA-292NENU | September 06, 2024  1  Page 344 of 448 Scope of Work TK Elevator will provide labor and material to replace the internal check valves and internal packings within the hydraulic jacks on the elevator referenced above. TKE will replace the EXPOSED packings as covered in the Sourcewell Contract #080420-TKE. All work is to be completed during normal business hours M-F 8-4. Any additional work required outside this scope or listed time frame will be billed separately. The cost of this scope of work includes, at TK Elevator’s election, the installation of a remote-monitoring device (a “Device”) to those elevators at the location listed above (“Units”) and connection of the Device to TK Elevator’s cloud- based Internet of Things platform known as “MAX.”   With the installation of the Device and its connection to MAX, information obtained via machine learning may be sent to TK Elevator’s technicians in connection with any service contract Purchaser has with TK Elevator that covers the Units to promote early diagnosis, faster flxes and reduced downtime at no additional charge. Payment Terms 50% of the price set forth in this Work Order will be due and payable as an initial progress payment within 10 days from TK Elevator's receipt of a fully executed copy of this Work Order. This initial progress payment will be applied to any applicable project management, permits, engineering, drawings and material procurement. Material will be ordered once this payment is received and the parties have both executed this Work Order. The remaining 50% of the price set forth in this Work Order and any fully executed change orders shall be due and payable at the time TK Elevator commences the work described in the Work Order. TK Elevator's receipt of this flnal payment is a condition precedent to TK Elevator's return of the equipment described in this Work Order to the full operation and use and Purchaser agrees to waive any and all claims to such operation and use until such time as that payment is made in full.   Purchaser agrees that TK Elevator shall have no obligation to complete any steps necessary to provide Purchaser with full use and operation of the affected elevator(s) until such time as TK Elevator has been paid 100% both of the price refiected in this Work Order and for any other work performed by TK Elevator or its subcontractors in furtherance of this Work Order. Purchaser agrees to waive any and all claims to the turnover and/or use of that equipment until such time as those amounts are paid in full. TK Elevator reserves the right to assign payments owed to TK Elevator under this Work Order. Work order price:   $9,689.19  Initial progress payment:   (50%)   $4,844.60  Total due upon completion:   (50%)   $4,844.60  Repair Work Order  2024-2-1767595 | ACIA-292NENU | September 06, 2024  2  Page 345 of 448 Terms and Conditions    TK Elevator does not assume any responsibility for any part of the vertical transportation equipment other than the speciflc components that are described in this Work Order and then only to the extent TK Elevator has performed the work described above.  No work, service, examination or liability on the part of  TK Elevator is intended, implied or included other than the work speciflcally described above. It is agreed that TK Elevator does not assume possession or control of any part of the vertical transportation equipment and that such remains Purchaser’s exclusively as the owner, lessor, lessee, possessor, or manager thereof.  Unless otherwise stated herein, TK Elevator’s performance of this Work Order is expressly contingent upon Purchaser securing permission or priority as required by all applicable governmental agencies and paying for any and all applicable permits or other similar documents.  It is agreed that TK Elevator’s personnel shall be given a safe place in which to work. TK Elevator reserves the right to discontinue its work in the location above whenever, in its sole opinion, TK Elevator believes that any aspect of the location is in any way unsafe until such time as Purchaser has demonstrated, at its sole expense, that it has appropriately remedied the unsafe condition to TK Elevator’s satisfaction. Unless otherwise agreed, it is understood that the work described above will be performed during regular working days and hours which are deflned as Monday through Friday, 8:00 AM to 4:30 PM (except scheduled union holidays). If overtime is mutually agreed upon, an additional charge at TK Elevator’s usual rates for such work shall be added to the price of this Work Order.  In consideration of TK Elevator performing the work described above Purchaser, to the fullest extent permitted by law, expressly agrees to indemnify, defend, save harmless, discharge, release and forever acquit TK Elevator, its employees, oiffcers, agents, aiffliates, and subsidiaries from and against any and all claims, demands, suits, and proceedings made or brought against TK Elevator, its employees, oiffcers, agents, aiffliates and subsidiaries for loss, property damage (including damage to the equipment which is the subject matter of this Work Order), personal injury or death that are alleged to have been caused by Purchaser or any others in connection with the presence, use, misuse, maintenance, installation, removal, manufacture, design, operation or condition of the vertical transportation equipment that is the subject of this Work Order, or the associated areas surrounding such equipment. Purchaser's duty to indemnify does not apply to the extent that the loss, property damage (including damage to the equipment which is the subject matter of this Work Order), personal injury or death is determined to be caused by or resulting from the negligence of TK Elevator and/or its employees. Purchaser recognizes, however, that its obligation to defend TK Elevator and its employees, oiffcers, agents, aiffliates and subsidiaries under this clause is broader and distinct from its duty to indemnify and speciflcally includes payment of all attorney’s fees, court costs, interest and any other expenses of litigation arising out of such claims or lawsuits.  Purchaser expressly agrees to name TK Elevator along with its oiffcers, agents, aiffliates and subsidiaries as additional insureds in Purchaser's liability and any excess (umbrella) liability insurance policy(ies). Such insurance must insure TK Elevator, along with its oiffcers, agents, aiffliates and subsidiaries for those claims and/or losses referenced in the above paragraph, and for claims and/or or losses arising from the negligence or legal responsibility of TK Elevator and/or its oiffcers, agents, aiffliates and subsidiaries. Such insurance must specify that its coverage is primary and non-contributory. Purchaser hereby waives the right of subrogation.   TK Elevator shall not be liable for any loss, damage or delay caused by acts of government, labor, troubles, strikes, lockouts, flre, explosions, theft, riot, civil commotion, war, malicious mischief, acts of God, or any cause beyond its control. TK Elevator Corporation shall automatically receive an extension of time commensurate with any delay regarding the work called for in this Work Order.   Purchaser consents and authorizes TK Elevator (1) to access Purchaser’s premises to install and connect a Device to the Units and(2) to collect, store, maintain, own, use, delete, and/or destroy any or all of the data generated by the Device(s) as well as all data collected by the Device(s) and all data sent by the Device(s) to TK Elevator (all suchdata generated , collected, and/or sent shall be collectively referred to herein as the “MAX Data”).  Purchaser agrees that all MAX Data is, and shall be, owned by TK Elevator and agrees to assign and hereby doesassign any right, title or interest it may have in such MAX Data to TK Elevator.  Any Device, once installed, is not intended, nor should it be considered, as a flxture.  Instead, TK Elevator shall retain the right toremove the Device from any Unit(s) and/or cease any data collection and/or analysis at any time at its sole discretion.  Moreover, TK Elevator shall retain the exclusive right and ability to, at its sole discretion,remove, delete and/or destroy all associated data generated from the Device(s).  Because the Device and the MAX Data contain trade secrets belonging to TK Elevator and because the Device is being installed forthe sole use and beneflt of TK Elevator’s personnel, Purchaser agrees not to permit Purchaser’s own personnel or any third parties to use, access, tamper with, relocate, copy, alter, destroy, disassemble orreverse engineer the Device or the MAX Data and shall treat the MAX Data as confldential information of TK Elevator, including by using no less than reasonable care to protect the confldentiality of such MAXData.  The installation of any Device on a Unit shall not confer any rights or operate as an assignment or license to you of any patents, copyrights or trade secrets with respect to the Device and/or anysoftware contained or embedded therein or that it utilizes/utilized in connection with the collection, monitoring and/or analysis of data.  Should loss of or damage to TK Elevator’s material, tools or work occur at the location that is the subject of this Work Order, Purchaser shall compensate TK Elevator therefor, unless such loss or damage results solely from TK Elevator’s own acts or omissions.  If any drawings, illustrations or descriptive matter are furnished with this Work Order, they are approximate and are submitted only to show the general style and arrangement of equipment being offered. Work Order.  Purchaser shall bear all cost(s) for any reinspection of  TK Elevator’s work due to items outside the scope of this Work Order or for any inspection arising from the work of other trades requiring the assistance of  TK Elevator.  Purchaser expressly agrees to waive any and all claims for consequential, special or indirect damages arising out of the performance of this Work Order and speciflcally releases TK Elevator from any and all such claims.  A service charge of 1.5% per month, or the highest legal rate, whichever is less, shall apply to delinquent accounts. In the event of any default of any of the payment provisions herein, Purchaser agrees to pay, in addition to any defaulted amount, any attorney fees, court costs and all other expenses, fees and costs incurred by TK Elevator in connection with the collection of that defaulted amount.  Purchaser agrees that this Work Order shall be construed and enforced in accordance with the laws of the state where the vertical transportation equipment that is the subject of this Work Order is located and consents to jurisdiction of the courts, both state and Federal, of that as to all matters and disputes arising out of this Work Order. Purchaser further agrees to waive trial by jury for all such matters and disputes. The rights of  TK Elevator under this Work Order shall be cumulative and the failure on the part of the TK Elevator to exercise any rights given hereunder shall not operate to forfeit or waive any of said rights Repair Work Order      2024-2-1767595 | ACIA-292NENU | September 06, 2024     3    Page 346 of 448 and any extension, indulgence or change by TK Elevator in the method, mode or manner of payment or any of its other rights shall not be construed as a waiver of any of its rights under this Work Order.  In the event any portion of this Work Order is deemed invalid or unenforceable by a court of law, such flnding shall not affect the validity or enforceability of any other portion of this Work Order. This Work Order shall be considered as having been drafted jointly by Purchaser and TK Elevator and shall not be construed or interpreted against either Purchaser or TK Elevator by reason of either Purchaser or TK Elevator’s role in drafting same. In the event Purchaser’s acceptance of the work called for in this Work Order is in the form of a purchase order or other kind of document, the provisions, terms and conditions of this Work Order shall exclusively govern the relationship between TK Elevator and Purchaser with respect to the work described herein.  Repair Work Order      2024-2-1767595 | ACIA-292NENU | September 06, 2024     4    Page 347 of 448 Acceptance This Work Order is submitted for acceptance within 30 days from the date executed by TK Elevator.    Purchaser’s acceptance of this Work Order will constitute exclusively and entirely the agreement for the work herein described. All prior representations or agreements regarding this work, whether written or verbal, will be deemed to be merged herein, and no other changes in or additions to this Work Order will be recognized unless made in writing and properly executed by both parties. No agent or employee of TK Elevator shall have the authority to waive or modify any of the terms of this Work Order without the written approval of an authorized TK Elevator manager.   This Work Order speciflcally contemplates work outside the scope of any other contract currently in effect between the parties; any such contract shall be unaffected by this Work Order.   To indicate acceptance of this work order, please sign and return one (1) original of this agreement to the branch address shown below. Upon receipt of your written authorization and required materials and/or supplies, we shall implement the work called for in this Work Order.   City of Fairhope   (Purchaser):   TK Elevator Corporation Management Approval   By: \s1   By: \s2   (Signature of Authorized Individual)    (Print or Type Name)   (Print or Type Title)    (Signature of Branch Representative) Lillian Stokes  Sales Manager    \d1\   \d2\   (Date of Acceptance)    (Date of Execution)            Please contact  _______________________________________ to schedule work at the following phone number  __________________________  Repair Work Order      2024-2-1767595 | ACIA-292NENU | September 06, 2024     5    Page 348 of 448 REPAIR DOWN PAYMENT REQUEST       City of Fairhope  PO Box 429    Fairhope AL, 36533-0429     Date   Terms   Reference ID   Customer Reference # / PO    September 06, 2024    Immediate   ACIA-292NENU          Total Contract Price:     $9,689.19      Down Payment:   (50% )   $4,844.60   For inquiries regarding your contract or services provided by TK Elevator, please contact your local account manager at +1 850 4770015. To make a payment by phone, please call 678-424-3402 with the reference information provided below.   Current and former service customers can now pay online at: https://secure.billtrust.com/tkelevator/ig/one-time-payment   Thank you for choosing TK Elevator. We appreciate your business.   Please detach the below section and provide along with payment. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Customer Name:     City of Fairhope      Remit To:   Location Name:     Fairhope Library     TK Elevator PO Box 3796 Carol Stream, IL 60132-3796   For overnight checks, please send to:   Deluxe TK Elevator 3796 5450 N. Cumberland Ave. Chicago, IL 60656   Customer Number: Quote Number:     116915   2024-2-1767595      Reference ID:     ACIA-292NENU      Remittance Amount:     $4,844.60           2024-2-1767595 | ACIA-292NENU | September 06, 2024       Page 349 of 448 555 S Section Street / Fairhope, Alabama 36532 251.928.8003 (p) / www.FairhopeAL.gov PUR-004 100621 CITY OF FAIRHOPE PURCHASING DEPARTMENT REQUEST FORM Name: John Thomas Date: 9/9/2024 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 $5,001 and greater Operational NON-Budgeted Three Council Required Required $5,001 – 7,500 Operational Budgeted Three Treasurer N/A N/A $7,501 - $15,000 Operational Budgeted Three Finance/Treasurer/ Mayor N/A N/A QUOTES Vendor Name Vendor Quote 1. TK Elevator $ 9,689.19 2. $ 3. $ 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? Elevator repair at the library. 2. What is the total cost of the item or service? $9,689.19 3. How many do you need? One 4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): TK Elevator 6. Vendor Number: Could not find in system 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? 3. Budget code: 001750-50375 Email completed form with quotes and other supporting documentation to Cory.Pierce@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 350 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-655 FROM: Richard Johnson, CITY ENGINEER Nicole Love, Grants Coordinator SUBJECT: The City Engineer, Richard Johnson, and the Grants Coordinator, Nicole Love, are requesting the procurement of a consultant for program administrative services for the City of Fairhope 1st Responders Safe Room project. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: To approve the award of Bid No. 23-057 Request for Proposal - Program Administrative Services for City of Fairhope 1st Responders Safe Room for the total cost of $135,204.84. BACKGROUND INFORMATION: The City Engineer, Richard Johnson, and the Grants Coordinator, Nicole Love, are requesting the procurement of a consultant for program administrative services for the City of Fairhope 1st Responders Safe Room project. This consultant will oversee construction of a FEMA 361 rated 200 mph hurricane safe room that will provide adequate space for 77 first responders. A service bid was issued on July 22, 2024, advertised in three (3) statewide newspapers for three (3) weeks, and posted to the City of Fairhope’s website. One (1) responsive bid was received at the bid opening on August 13, 2024 at 10:00 a.m. The one (1) responsive proposal was evaluated by three (3) City of Fairhope staff (see attached Evaluation Score Sheet). The recommendation by the evaluation team is to hire EnCompass360, Inc. The cost of this contract is determined by the FEMA grant and is a not-to-exceed cost of One Hundred Thirty-Five Thousand Two Hundred Four Dollars and Eighty-Four Cents ($135,204.84). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget Page 351 of 448 103-55888 Capital Projects - Safe Room $135,204.84 $135,204.84 $0.00 FY24 Budget for Safe Room of $650,000.00 will rollover to FY25 proposed Safe Room budgeted expense of $2,704,097.00, of which $2,433,687.00 will be offset by grant income. GRANT: FEMA HMGP Grant #4563-0002 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 352 of 448 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 for Bid No. 23-057 Program Administrative Services for the City of Fairhope 1st Responders Room at 555 South Section Street, City of Fairhope offices, Fairhope, Alabama. [2] At the appointed time and place, one (1) bid was received and tabulated as follows: CONTRACATOR BASE BID EnCompass360, Inc. $135,204.84 [3] After evaluating the bid with required specifications, EnCompass360, Inc. is now awarded Bid No. 23-057 Program Administrative Services for the City of Fairhope 1st Responders Safe Room with a bid proposal not-to-exceed $135,204.84. DULY ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 _____________________________ Corey Martin, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 353 of 448 Page 354 of 448 1st Responder Hurricane Safe 1st Responder Hurricane Safe Rooms, Designed to FEMA 361, Rooms, Designed to FEMA 361, ICC500, 20ICC500, 20 00 MPH Wind RatedMPH Wind Rated Page 355 of 448 Page 356 of 448 Bid Number 24-057 Request for Proposal Program Administration Services For City of Fairhope 1st Responders Safe Room Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program (HMGP) Grant # HMGP DR 4563-0002 Page 357 of 448 Request for Proposal/Qualifications (RFP/RFQ) for Professional Services Tab I: Cover Letter/Management Summary A. A cover letter is provided, see above, including name, address, phone number, and email address of person submitting request for qualifications. The project & grant manager/primary contact is William Edward Culpepper and he is authorized to contract for the firm. Page 358 of 448 Tab II: Firms Professional Qualifications Related to FEMA Safe Room Projects  Provide an overview of the firm’s history, capability and business ability relative to FEMA rated tornado and hurricane safe room projects and requirements. Answer: EnCompass360 has experience with the administration of Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program (HMGP), including FEMA PDM and LPDM grant projects. EnCompass360 has been in business since 2000, providing FEMA and ICC-500 rated hurricane and tornado safe room mitigation solutions starting in 2004 and 2005 with Hurricane Ivan and Katrina, 2011 Alabama Tornado outbreak, and many other hurricanes, tornados and flood events since. EnCompass360 has provided towns, cities, counties, school systems, and universities with encompassing project solutions from start to completion on over (33) FEMA 361 and ICC-500 rated tornado and hurricane safe room mitigation projects. EnCompass360 has experience with the administration of FEMA rated 1st responder hurricane safe room projects. As it relates to FEMA 1st Responder Hurricane Safe Rooms, EnCompass360 has provided all phases of services for (7) successfully completed projects in Baldwin and Mobile Counties. These projects included application development, securing FEMA approvals, securing additional project funding if required, working with architect/engineering to assure FEMA compliance, provided expertise in bid specs and bid process, programmatic management, support of construction startup and all phases during construction, financial procedures/tracking, record keeping, pay applications/reimbursements, inspections, project and grant reporting, compliance with audit requirements, project close- out/documentation, including federal grant compliance.  Include information on organizational structure. Include any special expertise for your company. Answer: Experience and certification (FEMA) of proposed key personnel, William E Culpepper, EnCompass360 Principal, has attended the FEMA Emergency Management Institute and is certified by FEMA in Unified Hazard Application Development and FEMA 361 Design and Construction for Safe Rooms. These FEMA certifications are instrumental in preparing successful FEMA applications, and providing project and grant management during the design, bid, construction, inspection and closeout of safe room projects (see William E Culpepper attached FEMA Certifications). Mr. Culpepper provided professional services on (33) FEMA completed safe room projects including grant administration, completion of sub-recipient start-up documents, assistance with environmental compliance, established project financial procedures, established project record keeping procedures, ensured proper procurement and bidding and contracting procedures, programmatic management, preparation of reimbursement requests/drawdowns, submission of grant reports to FEMA/AEMA, compliance with audit requirements, completion of close-out documents, and other services in compliance with all programmatic and project-specific funding requirements including federal grant compliance (e.g., 2 CFR Part 200) and state procurement procedures. Page 359 of 448  Describe your firm’s qualifications in providing guidance with FEMA safe room projects you have prepared and submitted that resulted in the construction and completion of storm safe room projects in Alabama consistent with FEMA requirements. Answer: Since 2004, EnCompass360 has specialized in tornado and hurricane safe room projects. During application development and approval Mr. Culpepper secured over (50) million in FEMA project funding. Not one of EnCompass360’s projects has ever been denied or not funded by FEMA/AEMA. During project startup, design/engineering, bid, construction, reimbursements, inspections/reporting, and close-out all (26) approved FEMA tornado safe rooms and (7) FEMA hurricane 1st responder safe rooms were successfully completed.  Provide a complete list of all government agencies for which you are currently providing, or have provided since 2015. Indicate the dates (length) of service for the listed clients and specify the name, title, addresses and telephone number of individuals. Answer: EnCompass360 has previous work experience working with The City of Fairhope on the application development phase of the 1st responder hurricane safe room project. EnCompass360 was successful in developing and submitting the FEMA application, responding to FEMA RFIs, monitoring the progress, securing FEMA approval, and funding for the 1st responder hurricane safe room project. 1. Mayor Mike McMillan City of Spanish Fort, Alabama 7361 Spanish Fort Boulevard Spanish Fort, Alabama 36527 Office: 251-626-4884 Spanish Fort FEMA 361, ICC500, 1st Responder Hurricane Safe room, 4,020 Sq. Ft., 163 Occupants, CMU Construction Type, 200 MPH Wind Rated, EnCompass360 has provided 3 years of service. 2. Mayor Jim Hamby Town of Elberta, Alabama 13052 Main Street Elberta, Alabama, 36530 Office: 251-986-5995 Elberta FEMA 361, ICC500, 1st Responder Hurricane Safe room, 2,766 Sq. Ft., 65 Occupants, ICF Construction Type, 200 MPH Wind Rated, EnCompass360 has provided 2 years of service. 3. City Clerk Lori Bryan City of Citronelle, Alabama 19135 South Main Street Citronelle, Alabama 36522 Office: 251-866-7973 Page 360 of 448 Citronelle FEMA 361, ICC500, 1st Responder Hurricane Safe room, 2,766 Sq. Ft., 65 Occupants, ICF Construction Type, 200 MPH Wind Rated, EnCompass360 has provided 2 years of service. Additional completed safe rooms include Baldwin County Commission, ARC of Baldwin County, City of Prichard, City of Daphne, City of Butler, Tuscaloosa City Schools, Tuscaloosa County Schools, University of Alabama, Tuscaloosa County Commission, Pike County, Macon County, City of Gardendale, Town of Morris, City of Warrior, Town of Hayden, City of Center Point, City of Pinson, City of Argo, City of Bessemer, and Town of Sylvan Springs.  Provide information related to your experience with any federal or state appeals. Provide the details as to the outcome, the duration of the appeal and any other related data. Answer: EnCompass360 hasn’t been denied any safe room project approvals; therefore we haven’t had to appeal. We’ve worked with state and federal agencies to secure additional funding for projects that needed extra dollars and have been successful in getting those additional dollars. Also, we’ve requested additional time extensions for projects that exceeded the federal or state allotted time due to scope of work changes, construction delays, and were successful with those time extensions.  Describe contacts and relationships with your other clients and interaction with Federal and State Agencies. EnCompass360 has a very good relationship with the state and federal agencies. We work close with state and federal agencies to make sure project information is updated, accurate, and address issues related to project funding, budgets, quarterly reports, reimbursements, allowable items, timelines, inspections, and project closeouts.  Provide a summary of any litigation, claim(s), or contract disputes filed by or against the Respondent in the past five (5) years which is related to the services that Respondent provides in the regular course of business. State if there are NO litigation claim(s) or contract dispute(s) filed by or against the Respondent in the past five (5) years. Answer: We have no litigation claims or contract disputes Page 361 of 448 Tab III: Specialized Expertise of Company Resources  Provide company resources who will be assigned to this project and their specific roles. Include summary to reflect their experience and education, particularly as they relate to the firm’s engagements since 2015. Identify the primary contact who will be actively engaged in serving the account. Answer: EnCompass360, Inc. Project Consultant, Project/Grant Development and Management EnCompass360, Inc. – Birmingham, Alabama and Spanish Fort, Alabama William E Culpepper – EnCompass360 President - Project Consultant and Manager Mr. Culpepper had 24 years with Southern Company in Project Consulting, Development and Management on many major utility infrastructure projects, development and implementation of various automated systems before forming EnCompass360 Inc., in 2000. From 2000 – 2003, newly formed EnCompass360, Inc., and Mr. Culpepper performed consulting, project development and management for Potomac Electric Company (PEPCo) in Washington DC, on similar utility infrastructure and automated system projects. Since 2004, Mr. Culpepper has performed shelter/safe room consulting, FEMA application development, received over (50) million in FEMA project funding approvals, provided project and grant management, successful project completion and project closeout on (33) thirty three FEMA 361 tornado and hurricane shelter/safe room projects. Of those (26) projects, (7) five are FEMA 361 rated 1st responder hurricane safe rooms (see attached 1st responder hurricane safe room projects). Education: • BS in Business Administration from University of Alabama Birmingham • Certified FEMA Unified Hazard Mitigation Assistance Program • Certified FEMA 361 – Design and Construction for Safe Rooms  Describe the experience that your company has in working with FEMA safe room projects. Answer: EnCompass360 is FEMA certified in federal application development, project and grant management, and construction requirements related to FEMA 361 shelter/safe room projects (see attached certifications). Page 362 of 448  Describe the training that your company has regarding Federal and state shelter/safe room projects. Answer: EnCompass360 is FEMA certified in FEMA application development, project and grant management, and experienced in construction requirements for FEMA 361 and ICC-500 safe rooms (see attached certifications).  Describe if your company employees are full time or contracted employees. Answer: EnCompass360 (Eddie Culpepper) is full time employee, any additional employee resources are on contract or as needed basis. Tab IV: Technical Approach  Explain the respondent understands the project and outline the respondent’s proposed approach to completing the anticipated scope of work. Answer: EnCompass360 understands the City of Fairhope 1st Responder Hurricane Safe Room has successful developed and submitted FEMA shelter/ safe room applications, secured approval and funding, provided project and grant management, and project close out for over (33) FEMA safe room projects.  Provide a description of the firm’s general approach to the proposed scope of services to include team organization, staff assignments, schedules, quality assurance and accountability. Answer: During application development EnCompass360 provided the leadership role assembling the required federal or state grant application data, each team member provided their respective information to the application; the schedule was met by the federal or state deadline for application submission and FEMA Request for Information (RFI). After federal or state agency approval of the project, EnCompass360 provided project consulting to (architect/engineering, general contractor, local, state, federal agencies), overall project coordination, project/grant management, monitoring, reimbursements, inspections, and project close out services. Page 363 of 448 Below were project tasks and general approach related to professional consulting, federal or state application development, safe room project application submission, review, monitoring/RFI, and final approval by federal or state agency. a. Review Submitted Letter of Intent b. Project Definition and Scope of Work c. Provide various safe room solutions, options, and estimated costs to be considered by client. d. With client, identify and determine best primary and alternative locations for the safe room and work with appraiser to determine the value of land for In-Kind contribution. e. Determine any other In-Kind Services and Contributions to the project. f. Previous disaster events/history narrative g. Reason/need for safe room narrative h. Solution/justification safe room narrative i. Historical, environmental, flood review j. Preliminary architect design, basic engineering of (structural, mechanical, electrical, civil), for the purpose of federal or state agencies review and approval of project. k. Detailed design and engineering will occur upon final federal or state approval of any project. l. Detailed Estimated Project Cost Breakdown/Budget m. Occupancy justification n. Perform Peer Reviews of each Safe Room Design and Specs by a Certified Architect for federal or state required approval. o. Prepare GIS based multiple map sets (including population/occupancy, FIRM, TOPO, QUAD, street and parcel) for safe room. p. Prepare Site Photos for location. q. Prepare Benefit Costs Analysis (BCA) for safe room. r. Prepare environmental and historical data and request for approval by Alabama SHPO, and for federal review and approval for location and safe room. s. Include County Mitigation Plan and assure clients inclusion in that plan for safe room required by state and federal agencies. t. Prepare and Include Area Damage, Risk Assessment, and Historical Event Data for safe room. u. Prepare all state and federal agreements for approval and execution for shelter/safe room. v. Prepare Preliminary Safe Room Maintenance and Operations Plan for safe room. w. Coordinate federal or state agencies RFI with client and firms that perform EHP (Cultural Surveys and Tree Survey) request. x. Input all data into required automated application systems for client’s signature and submission for review. y. Monitor and respond to any state of federal request for information during project review of the shelter/safe room. z. Includes travel multiple travel trips for meetings related to project’s scope of work, benefits, costs, and make presentations to educate decision makers. Page 364 of 448 Below are project tasks and general approach related to professional consulting and management during, project start up, design/engineering, bid package/specs/bid, construction, reimbursements, monitoring, inspections, and project close out. aa. Review Federal or state award documents, grant agreements, and coordinate execution. bb. Provide guidance and requirements to design/engineering team related to federal or state guidelines, including eligible and ineligible costs. cc. Provide consulting guidance and federal or state requirements during bid spec, pre-bid meeting, bid, and general contractor contract execution, including separation and invoicing for eligible and ineligible costs. dd. Provide ongoing consulting with all parties related to construction costs and federal and state eligible and ineligible items. ee. Review and submit copies of pay applications, invoices and payments during reimbursement process. ff. Provide quarterly reports on progress of safe room during project life cycle design/engineering/bid/construction/inspection/close out. gg. Monitor project budget related to starting amount and available funds throughout the project design/engineering, bid, construction, inspections, and close out. hh. Monitor project progress throughout design/engineering, bid, construction (onsite inspection), final inspections/punch list, and project close out. ii. Assist in securing additional funding if project exceeds grant approval budget. jj. Review budget and finalize reimbursements with client/sub applicant, federal or state agency. kk. Assemble, prepare, coordinate, and submit all close out documentation for project close out.  Discuss the availability of the primary contact relative to current and future client workload. Answer: As it relates to resources and availability, EnCompass360 is available now to start project and grant management during design/engineering, bid, construction, reimbursements, inspections, and closeout. If required additional resources will be brought on board to assist and support this activity. If required, these additional resources will be on a contract basis to EnCompass360. Page 365 of 448 Tab V: Cost of Services  Submit typical cost of services for consulting, coordination, application development/submission, monitoring, grant and project management, inspections, and project close out services Answer: Include a breakdown of percentage of cost for each stage of the project and any other information regarding the cost of services for this project per FEMA Guidelines. FEMA allows grant management costs to be 5% of the total estimated project budget which is covered by the Sub-recipient Management Costs or (SRMC). These costs are reimbursed at 100% to the sub- recipient. FEMA allows other professional services and project management cost to be funded and reimbursed at the declared FEMA disaster percentage and sub-recipient percentage. In the case of disaster DR4563, which Fairhope is funded under, these costs are reimbursed at FEMA 90%, sub-recipient 10%. If the project scope of work (SOW) changes or the project requires an increase in funding the cost of services changes and are handled on a case by case basis. EnCompass360 cost of services will vary on each federal or state funded shelter/safe room project due to the size and scope of each project. EnCompass360 costs are included in the estimated project budget submitted for approval during the application development phase. These costs of services will follow FEMA Guidelines and are eligible reimbursable cost. Page 366 of 448 Tab VI: References  In order for the consultant to be awarded any points for this tab, we request that the consultant submits three (3) references from clients whose projects are of a similar nature to this solicitation. Information provided for each client shall include the following:  Client name, address and email address and telephone number.  Description of services provided.  Time period of the project or contract; briefly describe if project met or exceeded the schedule outlined  Client’s contact reference name, email and current telephone number.  Dollar value of project; briefly describe if the completed project met, or came under budget. Answer: Below are FEMA Safe Room References. 4. Mayor Mike McMillan City of Spanish Fort, Alabama 7361 Spanish Fort Boulevard Spanish Fort, Alabama 36527 Office: 251-626-4884 Spanish Fort, FEMA 361 ICC500 rated , 1st Responder Hurricane Safe room, 4,020 Sq. Ft., 163 Occupants, CMU Construction Type, 200 MPH Wind Rated, EnCompass360 has provided 3 years of service. 5. Mayor Jim Hamby Town of Elberta, Alabama 13052 Main Street Elberta, Alabama, 36530 Office: 251-986-5995 Elberta, FEMA 361 IC500 rated, 1st Responder Hurricane Safe room, 2,766 Sq. Ft., 65 Occupants, ICF Construction Type, 200 MPH Wind Rated, EnCompass360 has provided 2 years of service. 6. City Clerk Lori Bryan City of Citronelle, Alabama 19135 South Main Street Citronelle, Alabama 36522 Office: 251-866-7973 Citronelle, FEMA 361 ICC500 rated, 1st Responder Hurricane Safe room, 2,766 Sq. Ft., 65 Occupants, ICF Construction Type, 200 MPH Wind Rated, EnCompass360 has provided 2 years of service. Page 367 of 448 Additional EnCompass360 safe rooms include Baldwin County Commission, ARC of Baldwin County, Prichard, Daphne, Butler, Tuscaloosa City Schools, Tuscaloosa County Schools, University of Alabama, Tuscaloosa County Commission, Pike County, Macon County, Gardendale, Morris, Warrior, Hayden, Center Point, Pinson, Argo, Bessemer, and Sylvan Springs. EnCompass360 successfully provided FEMA application development, submission, and obtained FEMA approval. Provided project and grant management during design, bid, construction, inspection, reimbursements, and closeout on all of the above safe rooms. Page 368 of 448 Page 369 of 448 Page 370 of 448 Spanish Fort, Alabama Spanish Fort, Alabama 1st Responder Safe Room1st Responder Safe Room FEMA HMGP Project 4,020 sq. ft. building, designed for 163 occupants FEMA 361 Standards, 200 MPH Hurricane Wind Speed, CMU Construction Type Page 371 of 448 Daphne, Alabama Daphne, Alabama 1st Responder Safe Room1st Responder Safe Room FEMA HMGP Project 2,658 sq. ft. building, designed for 55 occupants FEMA 361 Standards, 200 MPH Hurricane Wind Speed, ICF Construction Type Page 372 of 448 Elberta, Alabama Elberta, Alabama 1st Responder Safe Room1st Responder Safe Room FEMA HMGP Project 2,766 sq. ft. building, designed for 65 occupants FEMA 361 Standards, 200 MPH Hurricane Wind Speed, ICF Construction Type Page 373 of 448 Prichard, Alabama Prichard, Alabama 1st Responder Safe Room1st Responder Safe Room FEMA HMGP Project 6,893 sq. ft. building, designed for 250 occupants FEMA 361 Standards, 200 MPH Hurricane Wind Speed, CMU Construction Type Page 374 of 448 Citronelle, Alabama Citronelle, Alabama 1st Responder Safe Room (Under Construction)1st Responder Safe Room (Under Construction) FEMA HMGP Project 2,766 sq. ft. building, designed for 65 occupants FEMA 361 Standards, 200 MPH Hurricane Wind Speed, CMU Construction Type Page 375 of 448 Page 376 of 448 Page 377 of 448 PRF Program Administration_Safe Room Final Audit Report 2024-07-03 Created:2024-07-02 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAASvcO5aZfv_FlEQU3A2WPhLamtRwT4M-R "PRF Program Administration_Safe Room" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-07-02 - 8:59:58 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2024-07-02 - 9:01:09 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2024-07-02 - 9:17:20 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2024-07-02 - 9:17:47 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2024-07-02 - 9:17:48 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2024-07-03 - 4:54:27 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-07-03 - 4:54:28 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-07-03 - 8:57:32 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-07-03 - 8:57:52 PM GMT - Time Source: server Agreement completed. 2024-07-03 - 8:57:52 PM GMT Page 378 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-636 FROM: Stephanie Hollinghead, Chief SUBJECT: Resolution - That the City Council authorizes acceptance of a Department of Justice Appropriations Act grant of $200,000.00 (Grant #15PBJA-24-GG-00286-BRND); and authorizes Mayor Sherry Sullivan to sign all necessary documents. The funding will be used to develop a comprehensive, community-based program to educate school-aged children and adults on the dangers of Fentanyl and life-saving techniques if exposed. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: Approval BACKGROUND INFORMATION: The City of Fairhope's Police Department proposes to implement a Fentanyl Education and Response Program. The purpose is to develop a comprehensive, community-based program to educate school-aged children and adults on the dangers of Fentanyl and life-saving techniques if exposed. The City will also provide resources and supplies to at-risk businesses in the community. Project activities include; hosting city education events and programs by bringing in knowledgeable speakers, purchase of one D.A.R.E vehicle and one other drug awareness wrapped vehicle, distribution of Naloxone kits, and free CPR training. Expected outcomes include community education, awareness, and preparedness; 1,000 Naloxone kits distributed; and ~1,000 CPR-trained citizens. In an effort to reach as many people as possible we are working with community partners to implement these strategies. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: Department of Justice Appropriations Act Grant #15PBJA-24-GG-00286-BRND Page 379 of 448 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 380 of 448 RESOLUTION NO. ________ BE IT FURTHER RESOLVED BY THE GOVERNMING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows that the City Council authorizes acceptance of a Department of Justice Appropriations Act grant of $200,000.00 (Grant# 15PBJA-24- GG-00286-BRND); and authorizes Mayor Sherry Sullivan to sign all necessary documents. The funding will be used to develop a comprehensive, community-based program to educate school-aged children and adults on the dangers of Fentanyl and life- saving techniques if exposed. DULY ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 ______________________________ Corey Martin, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 381 of 448 Page 382 of 448 Page 383 of 448 Page 384 of 448 Page 385 of 448 Page 386 of 448 Page 387 of 448 Page 388 of 448 Page 389 of 448 Page 390 of 448 Page 391 of 448 Page 392 of 448 Page 393 of 448 Page 394 of 448 Page 395 of 448 Page 396 of 448 Page 397 of 448 Department of Justice (DOJ) Office of Justice Programs Bureau of Justice Assistance Washington, D.C. 20531 Name and Address of Recipient: CITY OF FAIRHOPE 161 N SECTION ST City, State and Zip:FAIRHOPE, AL 36532 Recipient UEI:MWRPCJENTWL4 Project Title: Combatting Fentanyl Award Number: 15PBJA-24-GG-00286-BRND Solicitation Title: BJA FY24 Invited to Apply- Byrne Discretionary Community Project Grants/Byrne Discretionary Grants Program Federal Award Amount: $200,000.00 Federal Award Date: 8/15/24 Awarding Agency: Office of Justice Programs Bureau of Justice Assistance Funding Instrument Type:Grant Opportunity Category: D Assistance Listing: 16.753 - Congressionally Recommended Awards Project Period Start Date: 3/9/24 Project Period End Date: 5/31/26 Budget Period Start Date: 3/9/24 Budget Period End Date : 5/31/26 Project Description: The City of Fairhope's Police Department proposes to implement a Fentanyl Education and Response Program. The purpose is to develop a comprehensive, community-based program to educate school-aged children and adults on the dangers of Fentanyl and life-saving techniques if exposed. The City will also provide resources and supplies to at-risk businesses in the community. Project activities include; hosting city education events and programs by bringing in knowledgeable speakers, purchase of one D.A.R.E vehicle and one other drug awareness wrapped vehicle, distribution of Naloxone kits, and free CPR training. Expected outcomes include community education, awareness, and preparedness; 1,000 Naloxone kits distributed; and ~1,000 CPR-trained citizens. In an effort to reach as many people as possible we are working with community partners to implement these strategies. Page: 1 of 20 Page 398 of 448 Award Letter August 15, 2024 Dear Nicole Love, On behalf of Attorney General Merrick B. Garland, it is my pleasure to inform you the Office of Justice Programs (OJP) has approved the application submitted by CITY OF FAIRHOPE for an award under the funding opportunity entitled 2024 BJA FY24 Invited to Apply- Byrne Discretionary Community Project Grants/Byrne Discretionary Grants Program. The approved award amount is $200,000. Review the Award Instrument below carefully and familiarize yourself with all conditions and requirements before accepting your award. The Award Instrument includes the Award Offer (Award Information, Project Information, Financial Information, and Award Conditions) and Award Acceptance. For COPS Office and OVW funding the Award Offer also includes any Other Award Documents. Please note that award requirements include not only the conditions and limitations set forth in the Award Offer, but also compliance with assurances and certifications that relate to conduct during the period of performance for the award. These requirements encompass financial, administrative, and programmatic matters, as well as other important matters (e.g., specific restrictions on use of funds). Therefore, all key staff should receive the award conditions, the assurances and certifications, and the application as approved by OJP , so that they understand the award requirements. Information on all pertinent award requirements also must be provided to any subrecipient of the award. Should you accept the award and then fail to comply with an award requirement, DOJ will pursue appropriate remedies for non-compliance, which may include termination of the award and/or a requirement to repay award funds. Prior to accepting the award, your Entity Administrator must assign a Financial Manager, Grant Award Administrator, and Authorized Representative(s) in the Justice Grants System (JustGrants). The Entity Administrator will need to ensure the assigned Authorized Representative(s) is current and has the legal authority to accept awards and bind the entity to the award terms and conditions. To accept the award, the Authorized Representative(s) must accept all parts of the Award Offer in the Justice Grants System (JustGrants), including by executing the required declaration and certification, within 45 days from the award date. To access your funds, you will need to enroll in the Automated Standard Application for Payments (ASAP) system, if you haven’t already completed the enrollment process in ASAP. The Entity Administrator should have already received an email from ASAP to initiate this process. Congratulations, and we look forward to working with you. Brent J. Cohen Acting Assistant Attorney General Office for Civil Rights Notice for All Recipients The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of Justice (DOJ) enforces federal civil rights laws and other provisions that prohibit discrimination by recipients of federal financial assistance from OJP, the Office of Community Oriented Policing Services (COPS), and the Office on Violence Against Women (OVW). Several civil rights laws, including Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, require recipients of federal financial assistance (recipients) to give assurances that they will comply with those laws. Taken together, these and other civil rights laws prohibit recipients from discriminating in the provision of services and employment because of race, color, national origin, religion, disability, and sex or from discriminating in the provision of services on the bases of age. Some recipients of DOJ financial assistance have additional obligations to comply with other applicable nondiscrimination provisions like the Omnibus Crime Control and Safe Streets Act of 1968, which prohibits Page: 2 of 20 Page 399 of 448 discrimination on the basis of religion in addition to race, color, national origin, and sex. Recipients may also have related requirements regarding the development and implementation of equal employment opportunity programs. OCR provides technical assistance, training, and other resources to help recipients comply with civil rights obligations. Further, OCR administratively enforces civil rights laws and nondiscrimination provisions by investigating DOJ recipients that are the subject of discrimination complaints. In addition, OCR conducts compliance reviews of DOJ recipients based on regulatory criteria. These investigations and compliance reviews permit OCR to evaluate whether DOJ recipients are providing services to the public and engaging in employment practices in a nondiscriminatory manner. For more information about OCR, your civil rights and nondiscrimination responsibilities, how to notify your employees or beneficiaries of their civil rights protections and responsibilities and how to file a complaint, as well as technical assistance, training, and other resources, please visit www.ojp.gov/program/civil-rights-office/ outreach. If you would like OCR to assist you in fulfilling your civil rights or nondiscrimination responsibilities, please contact us at askOCR@ojp.usdoj.gov or www.ojp.gov/program/civil-rights-office/about#ocr-contacts . Memorandum Regarding NEPA NEPA Letter Type OJP - Categorical Exclusion NEPA Letter None of the following activities will be conducted whether under the Office of Justice Programs federal action or a related third party action: (1) New construction (2) Any renovation or remodeling of a property located in an environmentally or historically sensitive area, including property (a) listed on or eligible for listing on the National Register of Historic Places, or (b) located within a 100-year flood plain, a wetland, or habitat for an endangered species (3) A renovation that will change the basic prior use of a facility or significantly change its size (4) Research and technology whose anticipated and future application could be expected to have an effect on the environment (5) Implementation of a program involving the use of chemicals (including the identification, seizure, or closure of clandestine methamphetamine laboratories) Additionally, the proposed action is neither a phase nor a segment of a project that when reviewed in its entirety would not meet the criteria for a categorical exclusion. Consequently, the subject federal action meets the Office of Justice Programs' criteria for a categorical exclusion as contained in paragraph 4(b) of Appendix D to Part 61 of Title 28 of the Code of Federal Regulations. Questions about this determination may be directed to your grant manager or Orbin Terry, Environmental Coordinator for the Bureau of Justice Assistance. NEPA Coordinator First Name Orbin Middle Name Last Name Terry Award Information Page: 3 of 20 Page 400 of 448 This award is offered subject to the conditions or limitations set forth in the Award Information, Project Information, Financial Information, and Award Conditions. Recipient Information Recipient Name CITY OF FAIRHOPE UEI MWRPCJENTWL4 Street 1 161 N SECTION ST Street 2 City FAIRHOPE State/U.S. Territory Alabama Zip/Postal Code 36532 Country United States County/Parish Province Award Details Federal Award Date 8/15/24 Award Type Initial Award Number 15PBJA-24-GG-00286-BRND Supplement Number 00 Federal Award Amount $200,000.00 Funding Instrument Type Grant Assistance Listing Number Assistance Listings Program Title 16.753 Congressionally Recommended Awards Statutory Authority Department of Justice Appropriations Act, 2024 (Pub. L. No. 118-42, 138 Stat. 25, 146-47) [ ] I have read and understand the information presented in this section of the Federal Award Instrument . Project Information This award is offered subject to the conditions or limitations set forth in the Award Information, Project Information, Financial Information, and Award Conditions. Page: 4 of 20 Page 401 of 448 Solicitation Title 2024 BJA FY24 Invited to Apply- Byrne Discretionary Community Project Grants/Byrne Discretionary Grants Program Application Number GRANT14147921 Awarding Agency OJP Program Office BJA Grant Manager Name Brandon Mitchell Phone Number 202-802-4623 E-mail Address Brandon.Mitchell3@usdoj.gov Project Title Combatting Fentanyl Performance Period Start Date 03/09/2024 Performance Period End Date 05/31/2026 Budget Period Start Date 03/09/2024 Budget Period End Date 05/31/2026 Project Description The City of Fairhope's Police Department proposes to implement a Fentanyl Education and Response Program. The purpose is to develop a comprehensive, community-based program to educate school-aged children and adults on the dangers of Fentanyl and life-saving techniques if exposed. The City will also provide resources and supplies to at-risk businesses in the community. Project activities include; hosting city education events and programs by bringing in knowledgeable speakers, purchase of one D.A.R.E vehicle and one other drug awareness wrapped vehicle, distribution of Naloxone kits, and free CPR training. Expected outcomes include community education, awareness, and preparedness; 1,000 Naloxone kits distributed; and ~1,000 CPR-trained citizens. In an effort to reach as many people as possible we are working with community partners to implement these strategies. [ ] I have read and understand the information presented in this section of the Federal Award Instrument . Financial Information This award is offered subject to the conditions or limitations set forth in the Award Information, Project Information, Financial Information, and Award Conditions. The recipient budget is currently under review. [ ] I have read and understand the information presented in this section of the Federal Award Instrument . Page: 5 of 20 Page 402 of 448 Award Conditions This award is offered subject to the conditions or limitations set forth in the Award Information, Project Information, Financial Information, and Award Conditions. 1 Meaningful access requirement for individuals with limited English proficiency The recipient, and any subrecipient at any tier, must take reasonable steps to ensure that individuals with limited English proficiency (LEP) have meaningful access to their programs and activities to comply with Title VI of the Civil Rights Act of 1964 (Title VI), which prohibits discrimination on the basis of national origin, including discrimination against individuals with LEP. Such steps may require providing language assistance services, such as interpretation or translation services. The Department of Justice guidance on compliance with this requirement may be found at "Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons" (67 Fed. Reg. 41455-41472) (https:// www.federalregister.gov/d/02-15207) and is incorporated by reference here. 2 Compliance with general appropriations-law restrictions on the use of federal funds (FY 2024) The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable restrictions on the use of federal funds set out in federal appropriations statutes. Pertinent restrictions that may be set out in applicable appropriations acts are indicated at https://ojp.gov/funding/Explore/FY24AppropriationsRestrictions.htm, and are incorporated by reference here. Should a question arise as to whether a particular use of federal funds by a recipient (or a subrecipient) would or might fall within the scope of an appropriations-law restriction, the recipient is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP. 3 Requirements of the award; remedies for non-compliance or for materially false statements The conditions of this award are material requirements of the award. Compliance with any assurances or certifications submitted by or on behalf of the recipient that relate to conduct during the period of performance also is a material requirement of this award. Limited Exceptions. In certain special circumstances, the U.S. Department of Justice ("DOJ") may determine that it will not enforce, or enforce only in part, one or more requirements otherwise applicable to the award. Any such exceptions regarding enforcement, including any such exceptions made during the period of performance, are (or will be during the period of performance) set out through the Office of Justice Programs ("OJP") webpage entitled "Legal Notices: Special circumstances as to particular award conditions" (ojp.gov/funding/Explore/LegalNotices-AwardReqts.htm), and incorporated by reference into the award. By signing and accepting this award on behalf of the recipient, the authorized recipient official accepts all material requirements of the award, and specifically adopts, as if personally executed by the authorized recipient official, all assurances or certifications submitted by or on behalf of the recipient that relate to conduct during the period of performance. Failure to comply with one or more award requirements -- whether a condition set out in full below, a condition incorporated by reference below, or an assurance or certification related to conduct during the award period -- may result in OJP taking appropriate action with respect to the recipient and the award. Among other things, the OJP may withhold award funds, disallow costs, or suspend or terminate the award. DOJ, including OJP, also may take other legal action as appropriate. Any materially false, fictitious, or fraudulent statement to the federal government related to this award (or concealment or omission of a material fact) may be the subject of criminal prosecution (including under 18 U.S.C. 1001 and/or 1621, and/or 34 U.S.C. 10271-10273), and also may lead to imposition of civil penalties and administrative remedies for false claims or otherwise (including under 31 U.S.C. 3729-3730 and 3801-3812). Page: 6 of 20 Page 403 of 448 Should any provision of a requirement of this award be held to be invalid or unenforceable by its terms, that provision shall first be applied with a limited construction so as to give it the maximum effect permitted by law. Should it be held, instead, that the provision is utterly invalid or -unenforceable, such provision shall be deemed severable from this award. 4 Effect of failure to address audit issues The recipient understands and agrees that the DOJ awarding agency (OJP or OVW, as appropriate) may withhold award funds, or may impose other related requirements, if (as determined by the DOJ awarding agency) the recipient does not satisfactorily and promptly address outstanding issues from audits required by the Part 200 Uniform Requirements (or by the terms of this award), or other outstanding issues that arise in connection with audits, investigations, or reviews of DOJ awards. 5 Applicability of Part 200 Uniform Requirements The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part 200, as adopted and supplemented by DOJ in 2 C.F.R. Part 2800 (together, the "Part 200 Uniform Requirements") apply to this award from OJP. For more information and resources on the Part 200 Uniform Requirements as they relate to OJP awards and subawards ("subgrants"), see the OJP website at https://ojp.gov/funding/Part200UniformRequirements.htm. Record retention and access: Records pertinent to the award that the recipient (and any subrecipient ("subgrantee") at any tier) must retain -- typically for a period of 3 years from the date of submission of the final expenditure report (SF 425), unless a different retention period applies -- and to which the recipient (and any subrecipient ("subgrantee") at any tier) must provide access, include performance measurement information, in addition to the financial records, supporting documents, statistical records, and other pertinent records indicated at 2 C.F.R. 200.334. In the event that an award-related question arises from documents or other materials prepared or distributed by OJP that may appear to conflict with, or differ in some way from, the provisions of the Part 200 Uniform Requirements, the recipient is to contact OJP promptly for clarification. 6 Reporting potential fraud, waste, and abuse, and similar misconduct The recipient, and any subrecipients ("subgrantees") at any tier, must promptly refer to the DOJ Office of the Inspector General (OIG) any credible evidence that a principal, employee, agent, subrecipient, contractor, subcontractor, or other person has, in connection with funds under this award-- (1) submitted a claim that violates the False Claims Act; or (2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct. Potential fraud, waste, abuse, or misconduct involving or relating to funds under this award should be reported to the OIG by--(1) online submission accessible via the OIG webpage at https://oig.justice.gov/hotline/contact-grants.htm (select "Submit Report Online"); (2) mail directed to: U.S. Department of Justice, Office of the Inspector General, Investigations Division, ATTN: Grantee Reporting, 950 Pennsylvania Ave., NW, Washington, DC 20530; and/or (3) by facsimile directed to the DOJ OIG Investigations Division (Attn: Grantee Reporting) at (202) 616-9881 (fax). Additional information is available from the DOJ OIG website at https://oig.justice.gov/hotline. 7 Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 38 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 38. Page: 7 of 20 Page 404 of 448 Among other things, 28 C.F.R. Part 38 includes rules that prohibit specific forms of discrimination on the basis of religion, a religious belief, a refusal to hold a religious belief, or refusal to attend or participate in a religious practice. Part 38 also sets out rules and requirements that pertain to recipient and subrecipient ("subgrantee") organizations that engage in or conduct explicitly religious activities, as well as rules and requirements that pertain to recipients and subrecipients that are faith-based or religious organizations. Recipients and subrecipients that provide social services under this award must give written notice to beneficiaries and prospective beneficiaries prior to the provision of services (if practicable) which shall include language substantially similar to the language in 28 CFR Part 38, Appendix C, sections (1) through (4). A sample written notice may be found at https://www.ojp.gov/program/civil-rights-office/partnerships-faith-based-and-other-neighborhood-organizations. In certain instances, a faith-based or religious organization may be able to take religion into account when making hiring decisions, provided it satisfies certain requirements. For more information, please see https://www.ojp.gov/ funding/explore/legaloverview2024/civilrightsrequirements. 8 Requirements related to "de minimis" indirect cost rate A recipient that is eligible under the Part 200 Uniform Requirements and other applicable law to use the "de minimis" indirect cost rate described in 2 C.F.R. 200.414(f), and that elects to use the "de minimis" indirect cost rate, must advise OJP in writing of both its eligibility and its election, and must comply with all associated requirements in the Part 200 Uniform Requirements. The "de minimis" rate may be applied only to modified total direct costs (MTDC) as defined by the Part 200 Uniform Requirements. 9 Compliance with applicable rules regarding approval, planning, and reporting of conferences, meetings, trainings, and other events The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable laws, regulations, policies, and official DOJ guidance (including specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences (as that term is defined by DOJ), including the provision of food and/or beverages at such conferences, and costs of attendance at such conferences. Information on the pertinent DOJ definition of conferences and the rules applicable to this award appears in the DOJ Grants Financial Guide (currently, as section 3.10 of "Postaward Requirements" in the "DOJ Grants Financial Guide"). 10 Requirement for data on performance and effectiveness under the award The recipient must collect and maintain data that measure the performance and effectiveness of work under this award. The data must be provided to OJP in the manner (including within the timeframes) specified by OJP in the program solicitation or other applicable written guidance. Data collection supports compliance with the Government Performance and Results Act (GPRA) and the GPRA Modernization Act of 2010, and other applicable laws. 11 Compliance with DOJ Grants Financial Guide References to the DOJ Grants Financial Guide are to the DOJ Grants Financial Guide as posted on the OJP website (currently, the "DOJ Grants Financial Guide" available at https://ojp.gov/financialguide/DOJ/index.htm), including any updated version that may be posted during the period of performance. The recipient agrees to comply with the DOJ Grants Financial Guide. 12 Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 42 Page: 8 of 20 Page 405 of 448 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 42, specifically including any applicable requirements in Subpart E of 28 C.F.R. Part 42 that relate to an equal employment opportunity program. Among other items, 28 C.F.R. § 42.106(d), 28 C.F.R. § 42.405(c), and 28 C.F.R. § 42.505(f) contain notice requirements that covered recipients must follow regarding the dissemination of information regarding federal nondiscrimination requirements. 13 Determination of suitability to interact with participating minors SCOPE. This condition applies to this award if it is indicated -- in the application for the award (as approved by DOJ)(or in the application for any subaward, at any tier), the DOJ funding announcement (solicitation), or an associated federal statute -- that a purpose of some or all of the activities to be carried out under the award (whether by the recipient, or a subrecipient at any tier) is to benefit a set of individuals under 18 years of age. The recipient, and any subrecipient at any tier, must make determinations of suitability before certain individuals may interact with participating minors. This requirement applies regardless of an individual's employment status. The details of this requirement are posted on the OJP web site at https://ojp.gov/funding/Explore/Interact-Minors.htm (Award condition: Determination of suitability required, in advance, for certain individuals who may interact with participating minors), and are incorporated by reference here. 14 Requirement to disclose whether recipient is designated "high risk" by a federal grant-making agency outside of DOJ If the recipient is designated "high risk" by a federal grant-making agency outside of DOJ, currently or at any time during the course of the period of performance under this award, the recipient must disclose that fact and certain related information to OJP by email at OJP.ComplianceReporting@ojp.usdoj.gov. For purposes of this disclosure, high risk includes any status under which a federal awarding agency provides additional oversight due to the recipient's past performance, or other programmatic or financial concerns with the recipient. The recipient's disclosure must include the following: 1. The federal awarding agency that currently designates the recipient high risk, 2. The date the recipient was designated high risk, 3. The high-risk point of contact at that federal awarding agency (name, phone number, and email address), and 4. The reasons for the high-risk status, as set out by the federal awarding agency. 15 Employment eligibility verification for hiring under the award 1. The recipient (and any subrecipient at any tier) must-- A. Ensure that, as part of the hiring process for any position within the United States that is or will be funded (in whole or in part) with award funds, the recipient (or any subrecipient) properly verifies the employment eligibility of the individual who is being hired, consistent with the provisions of 8 U.S.C. 1324a(a)(1). B. Notify all persons associated with the recipient (or any subrecipient) who are or will be involved in activities under this award of both-- (1) this award requirement for verification of employment eligibility, and (2) the associated provisions in 8 U.S.C. 1324a(a)(1) that, generally speaking, make it unlawful, in the United States, to hire (or recruit for employment) certain aliens. C. Provide training (to the extent necessary) to those persons required by this condition to be notified of the award requirement for employment eligibility verification and of the associated provisions of 8 U.S.C. 1324a(a)(1). D. As part of the recordkeeping for the award (including pursuant to the Part 200 Uniform Requirements), maintain records of all employment eligibility verifications pertinent to compliance with this award condition in accordance with Page: 9 of 20 Page 406 of 448 Form I-9 record retention requirements, as well as records of all pertinent notifications and trainings. 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and allocable costs (if any) of actions designed to ensure compliance with this condition. 4. Rules of construction A. Staff involved in the hiring process For purposes of this condition, persons "who are or will be involved in activities under this award" specifically includes (without limitation) any and all recipient (or any subrecipient) officials or other staff who are or will be involved in the hiring process with respect to a position that is or will be funded (in whole or in part) with award funds. B. Employment eligibility confirmation with E-Verify For purposes of satisfying the requirement of this condition regarding verification of employment eligibility, the recipient (or any subrecipient) may choose to participate in, and use, E-Verify (www.e-verify.gov), provided an appropriate person authorized to act on behalf of the recipient (or subrecipient) uses E-Verify (and follows the proper E-Verify procedures, including in the event of a "Tentative Nonconfirmation" or a "Final Nonconfirmation") to confirm employment eligibility for each hiring for a position in the United States that is or will be funded (in whole or in part) with award funds. C. "United States" specifically includes the District of Columbia, Puerto Rico, Guam, the Virgin Islands of the United States, and the Commonwealth of the Northern Mariana Islands. D. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, or any person or other entity, to violate any federal law, including any applicable civil rights or nondiscrimination law. E. Nothing in this condition, including in paragraph 4.B., shall be understood to relieve any recipient, any subrecipient at any tier, or any person or other entity, of any obligation otherwise imposed by law, including 8 U.S.C. 1324a(a)(1). Questions about E-Verify should be directed to DHS. For more information about E-Verify visit the E-Verify website (https://www.e-verify.gov/) or email E-Verify at E-Verify@dhs.gov. E-Verify employer agents can email E-Verify at E- VerifyEmployerAgent@dhs.gov. Questions about the meaning or scope of this condition should be directed to OJP, before award acceptance. 16 Encouragement of policies to ban text messaging while driving Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed. Reg. 51225 (October 1, 2009), DOJ encourages recipients and subrecipients ("subgrantees") to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this award, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease crashes caused by distracted drivers. 17 Reclassification of various statutory provisions to a new Title 34 of the United States Code On September 1, 2017, various statutory provisions previously codified elsewhere in the U.S. Code were editorially reclassified (that is, moved and renumbered) to a new Title 34, entitled "Crime Control and Law Enforcement." The reclassification encompassed a number of statutory provisions pertinent to OJP awards (that is, OJP grants and Page: 10 of 20 Page 407 of 448 cooperative agreements), including many provisions previously codified in Title 42 of the U.S. Code. Effective as of September 1, 2017, any reference in this award document to a statutory provision that has been reclassified to the new Title 34 of the U.S. Code is to be read as a reference to that statutory provision as reclassified to Title 34. This rule of construction specifically includes references set out in award conditions, references set out in material incorporated by reference through award conditions, and references set out in other award requirements. 18 Restrictions and certifications regarding non-disclosure agreements and related matters No recipient or subrecipient ("subgrantee") under this award, or entity that receives a procurement contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts, or purports to prohibit or restrict, the reporting (in accordance with law) of waste, fraud, or abuse to an investigative or law enforcement representative of a federal department or agency authorized to receive such information. The foregoing is not intended, and shall not be understood by the agency making this award, to contravene requirements applicable to Standard Form 312 (which relates to classified information), Form 4414 (which relates to sensitive compartmented information), or any other form issued by a federal department or agency governing the nondisclosure of classified information. 1. In accepting this award, the recipient-- a. represents that it neither requires nor has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and b. certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. 2. If the recipient does or is authorized under this award to make subawards ("subgrants"), procurement contracts, or both-- a. it represents that-- (1) it has determined that no other entity that the recipient's application proposes may or will receive award funds (whether through a subaward ("subgrant"), procurement contract, or subcontract under a procurement contract) either requires or has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and (2) it has made appropriate inquiry, or otherwise has an adequate factual basis, to support this representation; and b. it certifies that, if it learns or is notified that any subrecipient, contractor, or subcontractor entity that receives funds under this award is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds to or by that entity, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. 19 OJP Training Guiding Principles Any training or training materials that the recipient -- or any subrecipient ("subgrantee") at any tier -- develops or delivers with OJP award funds must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees, Page: 11 of 20 Page 408 of 448 available at https://www.ojp.gov/funding/implement/training-guiding-principles-grantees-and-subgrantees. 20 Specific post-award approval required to use a noncompetitive approach in any procurement contract that would exceed $250,000 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements to obtain specific advance approval to use a noncompetitive approach in any procurement contract that would exceed the Simplified Acquisition Threshold (currently, $250,000). This condition applies to agreements that -- for purposes of federal grants administrative requirements -- OJP considers a procurement "contract" (and therefore does not consider a subaward). The details of the requirement for advance approval to use a noncompetitive approach in a procurement contract under an OJP award are posted on the OJP web site at https://ojp.gov/funding/Explore/NoncompetitiveProcurement.htm (Award condition: Specific post-award approval required to use a noncompetitive approach in a procurement contract (if contract would exceed $250,000)), and are incorporated by reference here. 21 Requirement to report potentially duplicative funding If the recipient currently has other active awards of federal funds, or if the recipient receives any other award of federal funds during the period of performance for this award, the recipient promptly must determine whether funds from any of those other federal awards have been, are being, or are to be used (in whole or in part) for one or more of the identical cost items for which funds are provided under this award. If so, the recipient must promptly notify the DOJ awarding agency (OJP or OVW, as appropriate) in writing of the potential duplication, and, if so requested by the DOJ awarding agency, must seek a budget-modification or change-of-project-scope Grant Award Modification (GAM) to eliminate any inappropriate duplication of funding. 22 Required training for Grant Award Administrator and Financial Manager The Grant Award Administrator and all Financial Managers for this award must have successfully completed an "OJP financial management and grant administration training" by 120 days after the date of the recipient's acceptance of the award. Successful completion of such a training on or after January 1, 2021, will satisfy this condition. In the event that either the Grant Award Administrator or a Financial Manager for this award changes during the period of performance, the new Grant Award Administrator or Financial Manager must have successfully completed an "OJP financial management and grant administration training" by 120 calendar days after the date the Entity Administrator enters updated Grant Award Administrator or Financial Manager information in JustGrants. Successful completion of such a training on or after January 1, 2021, will satisfy this condition. A list of OJP trainings that OJP will consider "OJP financial management and grant administration training" for purposes of this condition is available at https://onlinegfmt.training.ojp.gov/. All trainings that satisfy this condition include a session on grant fraud prevention and detection. The recipient should anticipate that OJP will immediately withhold ("freeze") award funds if the recipient fails to comply with this condition. The recipient's failure to comply also may lead OJP to impose additional appropriate conditions on this award. 23 Compliance with 41 U.S.C. 4712 (including prohibitions on reprisal; notice to employees) The recipient (and any subrecipient at any tier) must comply with, and is subject to, all applicable provisions of 41 U.S.C. 4712, including all applicable provisions that prohibit, under specified circumstances, discrimination against an employee as reprisal for the employee's disclosure of information related to gross mismanagement of a federal grant, a gross waste of federal funds, an abuse of authority relating to a federal grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal grant. Page: 12 of 20 Page 409 of 448 The recipient also must inform its employees, in writing (and in the predominant native language of the workforce), of employee rights and remedies under 41 U.S.C. 4712. Should a question arise as to the applicability of the provisions of 41 U.S.C. 4712 to this award, the recipient is to contact the DOJ awarding agency (OJP or OVW, as appropriate) for guidance. 24 Requirements pertaining to prohibited conduct related to trafficking in persons (including reporting requirements and OJP authority to terminate award) The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements (including requirements to report allegations) pertaining to prohibited conduct related to the trafficking of persons, whether on the part of recipients, subrecipients ("subgrantees"), or individuals defined (for purposes of this condition) as "employees" of the recipient or of any subrecipient. The details of the recipient's obligations related to prohibited conduct related to trafficking in persons are posted on the OJP web site at https://ojp.gov/funding/Explore/ProhibitedConduct-Trafficking.htm (Award condition: Prohibited conduct by recipients and subrecipients related to trafficking in persons (including reporting requirements and OJP authority to terminate award)), and are incorporated by reference here. 25 Potential imposition of additional requirements The recipient agrees to comply with any additional requirements that may be imposed by the DOJ awarding agency (OJP or OVW, as appropriate) during the period of performance for this award, if the recipient is designated as "high- risk" for purposes of the DOJ high-risk grantee list. 26 Requirement to report actual or imminent breach of personally identifiable information (PII) The recipient (and any "subrecipient" at any tier) must have written procedures in place to respond in the event of an actual or imminent "breach" (OMB M-17-12) if it (or a subrecipient) -- (1) creates, collects, uses, processes, stores, maintains, disseminates, discloses, or disposes of "Personally Identifiable Information (PII)" (2 CFR 200.1) within the scope of an OJP grant-funded program or activity, or (2) uses or operates a "Federal information system" (OMB Circular A-130). The recipient's breach procedures must include a requirement to report actual or imminent breach of PII to an OJP Program Manager no later than 24 hours after an occurrence of an actual breach, or the detection of an imminent breach. 27 Requirements related to System for Award Management and Universal Identifier Requirements The recipient must comply with applicable requirements regarding the System for Award Management (SAM), currently accessible at https://www.sam.gov/. This includes applicable requirements regarding registration with SAM, as well as maintaining the currency of information in SAM. The recipient also must comply with applicable restrictions on subawards ("subgrants") to first-tier subrecipients (first- tier "subgrantees"), including restrictions on subawards to entities that do not acquire and provide (to the recipient) the unique entity identifier required for SAM registration. The details of the recipient's obligations related to SAM and to unique entity identifiers are posted on the OJP web site at https://ojp.gov/funding/Explore/SAM.htm (Award condition: System for Award Management (SAM) and Universal Identifier Requirements), and are incorporated by reference here. This condition does not apply to an award to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). Page: 13 of 20 Page 410 of 448 28 Compliance with restrictions on the use of federal funds--prohibited and controlled equipment under OJP awards Consistent with Executive Order 14074, “Advancing Effective, Accountable Policing and Criminal Justice Practices To Enhance Public Trust and Public Safety,” OJP has prohibited the use of federal funds under this award for purchases or transfers of specified equipment by law enforcement agencies. In addition, OJP requires the recipient, and any subrecipient (“subgrantee”) at any tier, to put in place specified controls prior to using federal funds under this award to acquire or transfer any property identified on the “controlled equipment” list. The details of the requirement are posted on the OJP web site at https://www.ojp.gov/funding/explore/prohibited-and-controlled-equipment (Award condition: Compliance with restrictions on the use of federal funds--prohibited and controlled equipment under OJP awards), and are incorporated by reference here. 29 Restrictions on "lobbying" In general, as a matter of federal law, federal funds awarded by OJP may not be used by the recipient, or any subrecipient ("subgrantee") at any tier, either directly or indirectly, to support or oppose the enactment, repeal, modification, or adoption of any law, regulation, or policy, at any level of government. See 18 U.S.C. 1913. (There may be exceptions if an applicable federal statute specifically authorizes certain activities that otherwise would be barred by law.) Another federal law generally prohibits federal funds awarded by OJP from being used by the recipient, or any subrecipient at any tier, to pay any person to influence (or attempt to influence) a federal agency, a Member of Congress, or Congress (or an official or employee of any of them) with respect to the awarding of a federal grant or cooperative agreement, subgrant, contract, subcontract, or loan, or with respect to actions such as renewing, extending, or modifying any such award. See 31 U.S.C. 1352. Certain exceptions to this law apply, including an exception that applies to Indian tribes and tribal organizations. Should any question arise as to whether a particular use of federal funds by a recipient (or subrecipient) would or might fall within the scope of these prohibitions, the recipient is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP. 30 All subawards ("subgrants") must have specific federal authorization The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements for authorization of any subaward. This condition applies to agreements that -- for purposes of federal grants administrative requirements -- OJP considers a "subaward" (and therefore does not consider a procurement "contract"). The details of the requirement for authorization of any subaward are posted on the OJP web site at https://ojp.gov/ funding/Explore/SubawardAuthorization.htm (Award condition: All subawards ("subgrants") must have specific federal authorization), and are incorporated by reference here. 31 Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 54 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 54, which relates to nondiscrimination on the basis of sex in certain "education programs." Among other items, 28 C.F.R. § 54.140 contains notice requirements that covered recipients must follow regarding the dissemination of information regarding federal nondiscrimination requirements. 32 The recipient understands that, in accepting this award, the Authorized Representative declares and certifies, among other things, that he or she possesses the requisite legal authority to accept the award on behalf of the recipient entity Page: 14 of 20 Page 411 of 448 and, in so doing, accepts (or adopts) all material requirements that relate to conduct throughout the period of performance under this award. The recipient further understands, and agrees, that it will not assign anyone to the role of Authorized Representative during the period of performance under the award without first ensuring that the individual has the requisite legal authority. 33 Verification and updating of recipient contact information The recipient must verify its Grant Award Administrator, Financial Manager, and Authorized Representative contact information in JustGrants, including telephone number and e-mail address. If any information is incorrect or has changed, the award recipient’s Entity Administrator must make changes to contact information through DIAMD. Instructions on how to update contact information in JustGrants can be found at https://justicegrants.usdoj.gov/training/ training-entity-management. 34 FFATA reporting: Subawards and executive compensation The recipient must comply with applicable requirements to report first-tier subawards ("subgrants") of $30,000 or more and, in certain circumstances, to report the names and total compensation of the five most highly compensated executives of the recipient and first-tier subrecipients (first-tier "subgrantees") of award funds. The details of recipient obligations, which derive from the Federal Funding Accountability and Transparency Act of 2006 (FFATA), are posted on the OJP web site at https://ojp.gov/funding/Explore/FFATA.htm (Award condition: Reporting Subawards and Executive Compensation), and are incorporated by reference here. This condition, including its reporting requirement, does not apply to-- (1) an award of less than $30,000, or (2) an award made to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). 35 Body-worn cameras, policies and procedures In accepting this award, the recipient agrees not to use award funds for purchases of body-worn cameras or related expenses for any agency unless that agency has policies and procedures in place that reinforce appropriate agency Use of Force policies and training and address technology usage, evidence acquisition, data storage and retention, as well as privacy issues, accountability and discipline. 36 Body armor - compliance with NIJ standards and other requirements Ballistic-resistant and stab-resistant body armor purchased with award funds may be purchased at any threat level, make or model, from any distributor or manufacturer, as long as the body armor has been tested and found to comply with applicable National Institute of Justice ballistic or stab standards, and is listed on the NIJ Compliant Body Armor Model List. In addition, ballistic-resistant and stab-resistant body armor purchased must be made in the United States and must be uniquely fitted, as set forth in 34 U.S.C. 10202(c)(1)(A). The latest NIJ standard information and the NIJ Compliant Body Armor List may be found by following the links located on the NIJ Body Armor page: https://nij.ojp.gov/ topics/equipment-and-technology/body-armor. In addition, if recipient uses funds under this award to purchase body armor, the recipient is strongly encouraged to have a "mandatory wear" policy in effect. There are no requirements regarding the nature of the policy other than it be a mandatory wear policy for all uniformed officers while on duty. 37 The recipient agrees to comply with OJP grant monitoring guidelines, protocols, and procedures, and to cooperate with BJA and OCFO on all grant monitoring requests, including requests related to desk reviews, enhanced programmatic desk reviews, and/or site visits. The recipient agrees to provide to BJA and OCFO all documentation necessary to complete monitoring tasks, including documentation related to any subawards made under this award. Further, the recipient agrees to abide by reasonable deadlines set by BJA and OCFO for providing the requested documents. Failure to cooperate with BJA's/OCFO's grant monitoring activities may result in sanctions affecting the recipient's DOJ Page: 15 of 20 Page 412 of 448 awards, including, but not limited to: withholdings and/or other restrictions on the recipient's access to grant funds; referral to the Office of the Inspector General for audit review; designation of the recipient as a DOJ High Risk grantee; or termination of an award(s). 38 Any written, visual, or audio publications funded in whole or in part under this award, with the exception of press releases, shall contain the following statements: "This project was supported by Grant No. <AWARD_NUMBER> awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a component of the Department of Justice's Office of Justice Programs, which also includes the Bureau of Justice Statistics, the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, the Office for Victims of Crime, and the SMART Office. Points of view or opinions in this document are those of the author and do not necessarily represent the official position or policies of the U.S. Department of Justice." The current edition of the DOJ Grants Financial Guide provides guidance on allowable printing and publication activities. 39 Any Web site that is funded in whole or in part under this award must include the following statement on the home page, on all major entry pages (i.e., pages (exclusive of documents) whose primary purpose is to navigate the user to interior content), and on any pages from which a visitor may access or use a Web-based service, including any pages that provide results or outputs from the service: "This Web site is funded in whole or in part through a grant from the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. Neither the U.S. Department of Justice nor any of its components operate, control, are responsible for, or necessarily endorse, this Web site (including, without limitation, its content, technical infrastructure, and policies, and any services or tools provided)." The full text of the foregoing statement must be clearly visible on the home page. On other pages, the statement may be included through a link, entitled "Notice of Federal Funding and Federal Disclaimer," to the full text of the statement. 40 Confidentiality of data The recipient (and any subrecipient at any tier) must comply with all confidentiality requirements of 34 U.S.C. 10231 and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or information. The recipient further agrees, as a condition of award approval, to submit a Privacy Certificate that is in accord with requirements of 28 C.F.R. Part 22 and, in particular, 28 C.F.R. 22.23. 41 The recipient agrees to cooperate with any assessments, national evaluation efforts, or information or data collection requests, including, but not limited to, the provision of any information required for the assessment or evaluation of any activities within this project. 42 Protection of human research subjects The recipient (and any subrecipient at any tier) must comply with the requirements of 28 C.F.R. Part 46 and all OJP policies and procedures regarding the protection of human research subjects, including obtainment of Institutional Review Board approval, if appropriate, and subject informed consent. 43 Justification of consultant rate Approval of this award does not indicate approval of any consultant rate in excess of $650 per day. A detailed justification must be submitted to and approved by the OJP program office prior to obligation or expenditure of such funds. 44 The recipient agrees that no funds under this grant award (including via subcontract or subaward, at any tier) may be used for unmanned aircraft systems (UAS), which includes unmanned aircraft vehicles (UAV), or for any Page: 16 of 20 Page 413 of 448 accompanying accessories to support UAS. 45 Compliance with 28 C.F.R. Part 23 With respect to any information technology system funded or supported by funds under this award, the recipient (and any subrecipient at any tier) must comply with 28 C.F.R. Part 23, Criminal Intelligence Systems Operating Policies, if OJP determines this regulation to be applicable. Should OJP determine 28 C.F.R. Part 23 to be applicable, OJP may, at its discretion, perform audits of the system, as per the regulation. Should any violation of 28 C.F.R. Part 23 occur, the recipient may be fined as per 34 U.S.C. 10231(c)-(d). The recipient may not satisfy such a fine with federal funds. 46 Justice Information Sharing Information sharing projects funded under this award must comply with DOJ's Global Justice Information Sharing Initiative (Global) guidelines. The recipient (and any subrecipient at any tier) must conform to the Global Standards Package (GSP) and all constituent elements, where applicable, as described at: https:/ / it.ojp.gov/ gsp_grantcondition. The recipient (and any subrecipient at any tier) must document planned approaches to information sharing and describe compliance with the GSP and appropriate privacy policy that protects shared information, or provide detailed justification for why an alternative approach is recommended. 47 In accepting this award, the recipient agrees that grant funds cannot be used for Facial Recognition Technology (FRT) unless the recipient has policies and procedures in place to ensure that the FRT will be utilized in an appropriate and responsible manner that promotes public safety, and protects privacy, civil rights, and civil liberties and complies with all applicable provisions of the U.S. Constitution, including the Fourth Amendment’s protection against unreasonable searches and seizures and the First Amendment’s freedom of association and speech, as well as other laws and regulations. Recipients utilizing funds for FRT must make such policies and procedures available to DOJ upon request. 48 The recipient agrees that it will submit quarterly financial status reports (the SF 425 Federal Financial Report) to OJP in JustGrants, no later than the deadlines set out in the DOJ Financial Guide and the JustGrants guidance (typically 30 days after the end of each calendar quarter). Delinquent reports may lead to funds being frozen and other remedies. 49 The recipient shall submit semiannual performance reports. Performance reports shall be submitted within 30 days after the end of the reporting periods, which are June 30 and December 31, for the life of the award. These reports will be submitted to the Office of Justice Programs, on-line through the Internet at https://justgrants.usdoj.gov 50 As of the first day of the period of performance for the award, the recipient may choose to incur project costs using non-federal funds, but any such project costs are incurred at the recipient's risk until, at a minimum, all applicable withholding conditions are removed by OJP (via an Award Condition Modification (ACM)). Except to the extent (if any) that an award condition expressly precludes reimbursement of project costs incurred "at- risk," if and when the recipient makes a valid acceptance of this award and OJP removes each applicable withholding condition through an Award Condition Modification (ACM), the recipient is authorized to reimburse itself for project costs incurred "at-risk" earlier during the period of performance (such as project costs incurred prior to award acceptance or prior to removal of an applicable withholding condition), provided that those project costs otherwise are allowable costs under the award. 51 The recipient's budget (and budget narrative) is pending clearance by OJP. Prior to budget clearance (and unless there is a more restrictive condition on this award, in which case the terms of Page: 17 of 20 Page 414 of 448 that more restrictive condition apply): The recipient may not drawdown more than 10% of the award. Pre-clearance obligations, expenditures, and drawdowns may be disallowed if not in compliance with program requirements. The recipient should be judicious in using award funds prior to budget clearance. Generally, OJP expects that recipients (depending on the specific project scope) may need to advertise for award-funded positions, pay personnel and fringe benefits for positions budgeted under the award, plan for project activities, attend training and pay training- related travel needed to begin the project, and engage in other limited activities conducted by recipient staff (i.e., generally not requiring a subaward or procurement contract under an award). OJP will issue an Award Condition Modification upon budget clearance. [ ] I have read and understand the information presented in this section of the Federal Award Instrument . Award Acceptance Declaration and Certification to the U.S. Department of Justice as to Acceptance By checking the declaration and certification box below, I-- A. Declare to the U.S. Department of Justice (DOJ), under penalty of perjury, that I have authority to make this declaration and certification on behalf of the applicant. B. Certify to DOJ, under penalty of perjury, on behalf of myself and the applicant, to the best of my knowledge and belief, that the following are true as of the date of this award acceptance: (1) I have conducted or there was conducted (including by applicant’s legal counsel as appropriate and made available to me) a diligent review of all terms and conditions of, and all supporting materials submitted in connection with, this award, including any assurances and certifications (including anything submitted in connection therewith by a person on behalf of the applicant before, after, or at the time of the application submission and any materials that accompany this acceptance and certification); and (2) I have the legal authority to accept this award on behalf of the applicant. C. Accept this award on behalf of the applicant. D. Declare the following to DOJ, under penalty of perjury, on behalf of myself and the applicant: (1) I understand that, in taking (or not taking) any action pursuant to this declaration and certification, DOJ will rely upon this declaration and certification as a material representation; and (2) I understand that any materially false, fictitious, or fraudulent information or statement in this declaration and certification (or concealment or omission of a material fact as to either) may be the subject of criminal prosecution (including under 18 U.S.C. §§ 1001 and/or 1621, and/or 34 U.S.C. §§ 10271-10273), and also may subject me and the applicant to civil penalties and administrative remedies under the federal False Claims Act (including under 31 U.S.C. §§ 3729-3730 and/or §§ 3801-3812) or otherwise. Agency Approval Title of Approving Official Acting Assistant Attorney General Name of Approving Official Brent J. Cohen Signed Date And Time 8/12/24 10:36 AM Authorized Representative Entity Acceptance Title of Authorized Entity Official Grants Coordinator Signed Date And Time Page: 18 of 20 Page 415 of 448 –– Page: 19 of 20 Page 416 of 448 Page: 20 of 20 Page 417 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-661 FROM: Nicole Love, Grants Coordinator Lisa Hanks, CITY CLERK SUBJECT: Amendment No. 2 to RFP 002-19 - Program Administrative Services for Working Waterfront and Green Space Project that extends the period of performance to October 31, 2026; and authorizes Mayor Sherry Sullivan to execute Amendment No. 2 between the City of Fairhope and Grant Management, LLC. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: That the City Council approves Amendment No. 2 to RFP 002-19 - Program Administrative Services for Working Waterfront and Green Space Project that extends the period of performance to October 31, 2026; and authorizes Mayor Sherry Sullivan to execute Amendment No. 2 between the City of Fairhope and Grant Management, LLC. BACKGROUND INFORMATION: On August 26, 2019 the City Council awarded RFP 002-19 to Grant Management, LLC for ADCNR Grant #M1A14-FHWW; and On August 14, 2024, ADCNR issued Amendment No. 3 to the grant, that extends the period of performance to October 31, 2026; and The current period of performance for the Program Administration Contract ends on October 31, 2024; BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: ADCNR Grant #M1A14-FHWW LEGAL IMPACT: Page 418 of 448 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 419 of 448 RESOLUTION NO. ____ AMENDMENT NO. 2 TO RFP 002-19 PROGRAM ADMINISTRATION SERVICES CONTRACT FOR THE ALABAMA DEPARTMENT OF CONSERVATION AND NATURAL RESOURCES GRANT #M1A14-FHWW-PHASE II (RESTORE ACT- WORKING WATERFRONT AND GREENSPACE PROJECT) WHEREAS, the City of Fairhope did solicit Requests for Proposals (RFP 002-19 - Program Administrative Services for Working Waterfront and Green Space Project) in accordance with applicable federal, state and local laws, codes, regulations, ordinances, etc., including, but not limited to all executive orders (EO), Office of Management and Budget (OMB) requirements, and U.S. Treasury Regulations; and WHEREAS, on August 26, 2019 the City Council awarded RFP 002-19 to Grant Management, LLC for ADCNR Grant #M1A14-FHWW; and WHEREAS, on August 14, 2024, ADCNR issued Amendment No. 3 to the grant, that extends the period of performance to October 31, 2026; and WHEREAS, the current period of performance for the Program Administration Contract ends on October 31, 2024; BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City Council approves Amendment No. 2 to RFP 002-19 - Program Administrative Services for Working Waterfront and Green Space Project that extends the period of performance to October 31, 2026; and authorizes Mayor Sherry Sullivan to execute Amendment No. 2 between the City of Fairhope and Grant Management, LLC. ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 _____________________________ Corey Martin, Council President Attest: _________________________________ Lisa A. Hanks, MMC City Clerk Page 420 of 448 City of Fairhope Contract Documents Amendment 2 RFP No. 002-19 Program Administrative Services for Working Waterfront and Green Space Project Fairhope Municipal Pier and South Beach Park Improvements Alabama Department of Conservation and Natural Resources (ADCNR) Grant # M1A14-FHWW-Phase II Sherry Sullivan, Mayor Fairhope City Council Corey Martin, Council President Set _____ Page 421 of 448 2 STATE OF ALABAMA} COUNTY OF BALDWIN} CONTRACT FOR PROFESSIONAL CONSULTING SERVICES Amendment 2 This CONTRACT, made and entered into this____ day of ________________________, 2024, by and between the City of Fairhope, Alabama (hereinafter called “CITY”) acting by and through its governing body, the Fairhope City Council, and Grant Management LLC of Fairhope, Alabama (hereinafter called the “CONSULTANT”) for RFP No. 002-19 Program Administrative Services for Working Waterfront and Green Space Project- Fairhope Municipal Pier and South Beach Park Improvements for Alabama Department of Conservation and Natural Resources (ADCNR) Grant # M1A14-FHWW, as amended Resources and Ecosystem Sustainability, Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2012 (RESTORE ACT) WITNESSETH: That in consideration of the mutual covenants and agreements herein contained, the parties hereto do mutually agree as follows: DEFINITIONS: The following terms shall have the following meanings: COUNTY:Baldwin County, Alabama CITY: Fairhope Council, Mayor, and the officers, agents, and employees of the City of Fairhope, Alabama PROJECT: Professional Consulting services for Program Administration for Alabama department of Conservation and Natural Resources (ADCNR) Grant # M1A14-FHWW, as amended Resources and Ecosystem Sustainability, Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2012 (RESTORE ACT) Page 422 of 448 3 PART ONE GENERAL CONDITIONS 1.0The CITY hereby has employed the CONSULTANT and the CONSULTANT has agreed to perform for the CITY those professional services as hereinafter set forth in connection with the following: Alabama Department of Conservation and Natural Resources (ADCNR) Grant #M1A14-FHWW (RESTORE Act) This professional services contract was executed by the CITY on August 26, 2019. The CONSULTANT has begun Program Administration of Phase II (Construction Phase) of the project. The Alabama Department of Conservation and Natural Resources (ADCNR) and the United States Department of the Treasury (US Treasury) have provided the CITY with a Notice of Award dated August 14, 2024 that extends the period of performance ending date from 10/31/2024 to 10/31/2026. All provisions contained in the original contract apply, except as modified in Amendment 1, and as modified in Amendment 2 herein as follows: Part Three- Payment 3.1The date of Project completion for Phase II of the Subaward Grant Agreement #M1A14-fhww as amended between the CITY and the Alabama Department of Conservation and Natural Resources (ADCNR) is 10/31/2026. Under 2 CFR 200.309, no costs can be incurred after this date. Therefore, the CONSULTANT will render all services prior to this date and no charges shall be incurred thereafter. Section 41-16-5, Code of Alabama 1975, requires that public contracts over $15,000 include the following language: By signing this Contract, The City of Fairhope represents and agrees that it is not currently engaged in, nor will it engage in, any boycott of a person or entity based in or doing business with a jurisdiction with which the State of Alabama can enjoy open trade. IN WITNESS WHEREOF, the parties hereto have executed this contract in duplicate on the day and year first above written. CITY OF FAIRHOPE BY:_______________________________ ATTEST:_______________________________ Sherry Sullivan, Mayor Lisa A. Hanks, MMC City Clerk Page 423 of 448 4 NOTARY FOR THE TOWN: STATE OF ALABAMA} COUNTY OF BALDWIN} I, ___________________, a Notary Public in and for said State and County, hereby certify that Sherry Sullivan, whose name as Mayor of Fairhope, is signed to the foregoing conveyance and who is known to me, acknowledged before me on this day, that being informed of the contents of the conveyance, she as such officer and with full authority, executed the same voluntarily on the day the same bears date. Given under my hand and Notary Seal on this the____ day of _____________________, 2024. Notary Public__________________________________ My Commission Expires_________________________ Page 424 of 448 5 PROFESSIONAL CONSULTANT SIGNATURES If Corporation or LLC Company Grant Management LLC State of Incorporation Alabama Company Representative Stacy McKean (Name of Representative Authorized to sign Bids and Contracts for the firm) Company Representative__________________________________________________________ (Signature of Representative Authorized to sign Bids and Contracts for the firm) (Address) PO Box 1512 (Address) Fairhope, AL 36532 Phone No: (251) 533-6930 E-Mail: stacylmckean@gmail.com NOTARY FOR CORPORATE PROFESSIONAL CONSULTANT STATE OF _______________________} County of________________________} I, ________________________________, a Notary Public in and for the said State and County, hereby certify that Stacy McKean whose name as Owner of Grant Management LLC is signed to the foregoing conveyance and who is known to me, acknowledged before me on this day, that being informed of the contents of the document they executed the same voluntarily on the day the same bears date. Given under my hand and Notary Seal on this ____day of _____________________, 2024. Notary Public__________________________________ My Commission Expires_________________________ Page 425 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-662 FROM: Nicole Love, Grants Coordinator Lisa Hanks, CITY CLERK SUBJECT: Amendment No. 2 to RFQ PS010-19 Engineering Services Contract for the Fairhope RESTORE Working Waterfront and Greenspace Project that extends the period of performance to October 31, 2026; and authorizes Mayor Sherry Sullivan to execute Amendment No. 2 between the City of Fairhope and Goodwyn, Mills and Cawood, LLC. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: That the City Council approves Amendment No. 2 to RFQ PS010-19 Engineering Services Contract for the Fairhope RESTORE Working Waterfront and Greenspace Project that extends the period of performance to October 31, 2026; and authorizes Mayor Sherry Sullivan to execute Amendment No. 2 between the City of Fairhope and Goodwyn, Mills and Cawood, LLC. BACKGROUND INFORMATION: On September 18, 2019 the City Council awarded RFQ PS010-19 to Goodwyn, Mills and Cawood, LLC for ADCNR Grant # M1A14-FHWW-PHASE II; and On August 14, 2024, ADCNR issued Amendment No. 3 to the grant, that extends the period of performance to October 31, 2026; and The current period of performance for the Engineering Services Contract ends on October 31, 2024 BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: ADCNR Grant #M1A14-FHWW LEGAL IMPACT: Page 426 of 448 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 427 of 448 RESOLUTION NO. _______ AMENDMENT NO. 1 TO RFQ ENGINEERING SERVICES CONTRACT FOR THE ALABAMA DEPARTMENT OF CONSERVATION AND NATURAL RESOURCES GRANT #M1A14-FHWW-PHASE II (RESTORE ACT- WORKING WATERFRONT AND GREENSPACE PROJECT) WHEREAS, the City of Fairhope did solicit Requests for Proposals (RFQ PS010-19 Engineering Services for Working Waterfront and Greenspace Project) in accordance with applicable federal, state and local laws, codes, regulations, ordinances, etc., including, but not limited to all executive orders (EO), Office of Management and Budget (OMB) requirements, and U.S. Treasury Regulations; and WHEREAS, on September 18, 2019 the City Council awarded RFQ PS010-19 to Goodwyn, Mills and Cawood, LLC for ADCNR Grant # M1A14-FHWW-PHASE II; and WHEREAS, on August 14, 2024, ADCNR issued Amendment No. 3 to the grant, that extends the period of performance to October 31, 2026; and WHEREAS, the current period of performance for the Engineering Services Contract ends on October 31, 2024; BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves Amendment No. 2 to RFQ PS010-19 Engineering Services Contract for the Fairhope RESTORE Working Waterfront and Greenspace Project that extends the period of performance to October 31, 2026; and authorizes Mayor Sherry Sullivan to execute Amendment No. 2 between the City of Fairhope and Goodwyn, Mills and Cawood, LLC. ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 _____________________________ Corey Martin, Council President Attest: _________________________________ Lisa A. Hanks, MMC City Clerk Page 428 of 448 City of Fairhope Contract Documents Amendment 2 RFQ No. PS010-19 Engineering Services for Working Waterfront and Green Space Project Fairhope Municipal Pier and South Beach Park Improvements Alabama Department of Conservation and Natural Resources (ADCNR) Grant # M1A14-FHWW-Phase II Sherry Sullivan, Mayor Fairhope City Council Corey Martin, Council President Set _____ Page 429 of 448 2 STATE OF ALABAMA} COUNTY OF BALDWIN} CONTRACT FOR PROFESSIONAL ENGINEERING SERVICES Amendment 2 This CONTRACT, made and entered into this____ day of ________________________, 2024, by and between the City of Fairhope, Alabama (hereinafter called “CITY”) acting by and through its governing body, the Fairhope City Council, and Goodwyn, Mills and Cawood of Mobile, Alabama (hereinafter called the “ENGINEER”) for RFQ No. PS010-19 Engineering Services for Working Waterfront and Green Space Project- Fairhope Municipal Pier and South Beach Park Improvements for Alabama Department of Conservation and Natural Resources (ADCNR) Grant # M1A14-FHWW, as amended Resources and Ecosystem Sustainability, Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2012 (RESTORE ACT) WITNESSETH: That in consideration of the mutual covenants and agreements herein contained, the parties hereto do mutually agree as follows: DEFINITIONS: The following terms shall have the following meanings: COUNTY:Baldwin County, Alabama CITY: Fairhope Council, Mayor, and the officers, agents, and employees of the City of Fairhope, Alabama PROJECT: Professional Engineering Design, surveying, regulatory, permitting, environmental engineering, geotechnical engineering, structural engineering, coastal engineering, other engineering services, landscape architecture, building architecture, construction inspection services, to deliver a complete Working Waterfront and Greenspace Restoration Project: Fairhope Municipal Pier South Beach Park Improvements. This Project Scope of Work will include, but not be limited to: new construction, improvements, upgrades and remodeling of the Fairhope Municipal Pier, Pier Landing and South Beach. Alabama Department of Conservation and Natural Resources (ADCNR) Grant # M1A14-FHWW, as amended Resources and Ecosystem Sustainability, Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2012 (RESTORE ACT) Page 430 of 448 3 PART ONE GENERAL CONDITIONS 1.0The CITY hereby has employed the ENGINEER and the ENGINEER has agreed to perform for the CITY those professional services as hereinafter set forth in connection with the following: Alabama Department of Conservation and Natural Resources (ADCNR) Grant #M1A14-FHWW (RESTORE Act) This professional services contract was executed by the CITY on September 18, 2019. The ENGINEER has concluded the bidding and contracting portion of Phase II and begun construction inspection of the project. The Alabama Department of Conservation and Natural Resources (ADCNR) and the United States Department of the Treasury (US Treasury) have provided the CITY with a Notice of Award dated August 14, 2024 that extends the period of performance ending date from 10/31/2024 to 10/31/2026. All provisions contained in the original contract apply, except as modified in Amendment 1, and as modified in Amendment 2 herein as follows: Part Three- Payment 3.1The date of Project completion for Phase II of the Subaward Grant Agreement #M1A14-fhww as amended between the CITY and the Alabama Department of Conservation and Natural Resources (ADCNR) is 10/31/2026. Under 2 CFR 200.309, no costs can be incurred after this date. Therefore, the ENGINEER will render all services prior to this date and no charges shall be incurred thereafter. Section 41-16-5, Code of Alabama 1975, requires that public contracts over $15,000 include the following language: By signing this Contract, The City of Fairhope represents and agrees that it is not currently engaged in, nor will it engage in, any boycott of a person or entity based in or doing business with a jurisdiction with which the State of Alabama can enjoy open trade. IN WITNESS WHEREOF, the parties hereto have executed this contract in duplicate on the day and year first above written. CITY OF FAIRHOPE BY:_______________________________ ATTEST:_______________________________ Sherry Sullivan, Mayor Lisa A. Hanks, MMC City Clerk Page 431 of 448 4 NOTARY FOR THE TOWN: STATE OF ALABAMA} COUNTY OF BALDWIN} I, ___________________, a Notary Public in and for said State and County, hereby certify that Sherry Sullivan, whose name as Mayor of Fairhope, is signed to the foregoing conveyance and who is known to me, acknowledged before me on this day, that being informed of the contents of the conveyance, she as such officer and with full authority, executed the same voluntarily on the day the same bears date. Given under my hand and Notary Seal on this the____ day of _____________________, 2024. Notary Public__________________________________ My Commission Expires_________________________ Page 432 of 448 5 PROFESSIONAL ENGINEER SIGNATURES If Corporation or LLC Company Goodwyn, Mills & Cawood, LLC State of Incorporation Alabama Company Representative Scott A. Hutchinson (Name of Representative Authorized to sign Bids and Contracts for the firm) Company Representative__________________________________________________________ (Signature of Representative Authorized to sign Bids and Contracts for the firm) (Address)PO Box 1127 (Address) Daphne, AL 36526 Phone No: (251) 380-8744 E-Mail: scott.hutchinson@gmcnetwork.com NOTARY FOR CORPORATE PROFESSIONAL ENGINEER STATE OF _______________________} County of________________________} I, ________________________________, a Notary Public in and for the said State and County, hereby certify that Scott A. Hutchinson whose name as Vice President of Goodwyn, Mills and Cawood, LLC is signed to the foregoing conveyance and who is known to me, acknowledged before me on this day, that being informed of the contents of the document they executed the same voluntarily on the day the same bears date. Given under my hand and Notary Seal on this ____day of _____________________, 2024. Notary Public__________________________________ My Commission Expires_________________________ Page 433 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-684 FROM:Sherry Sullivan, Mayor Marcus McDowell, City Attorney SUBJECT:Mayor Sherry Sullivan, on behalf of the City of Fairhope, to execute a purchase agreement and all closing documents related to the sale of the Barwell “Recreation” Land Property (PPIN 6877) from Most Rev. Thomas J. Rodi, Archbishop of Mobile, a Corporation Sole, for a purchase price of $1.1 million; and allocates funding out of the Reserves. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: That the City Council hereby authorizes Mayor Sherry Sullivan, on behalf of the City of Fairhope, to execute a purchase agreement and all closing documents related to the sale of the Barwell “Recreation” Land Property (PPIN 6877) from Most Rev. Thomas J. Rodi, Archbishop of Mobile for a purchase price of $1.1 million; and allocates funding out of the Reserves. BACKGROUND INFORMATION: WHEREAS, This Sublease is made and entered into this 17th day of November 2006, by and between THE BARNWELL COMMUNITY ASSOCIATION, (hereinafter referred to as "Lessor") and THE CITY OF FAIRHOPE, ALBAMA, a municipal corporation (hereinafter referred to as "Lessee"); and, WHEREAS, the Lessor hereby warrants that the Lessor is the owner of a leasehold interest of that certain parcel of real estate locate in Baldwin County, Alabama, which real estate the Lessor lets and demises to the Lessee and Lessee leases from the Lessor, consisting of 40 acres more or less lying in Fairhope, Alabama, and more fully described in Exhibit A of the Sublease; and, WHEREAS, the term of this Lease shall commence on the 1 i 11 day of November, 2006, and shall end at midnight on the 28th day of April, 2025; and, WHEREAS, the demised premises shall be used only as a recreational park for sports such as baseball and softball, and in accordance with used normally incident thereto and for no other purpose; and, Page 434 of 448 WHEREAS, Lessee shall have the right to enter, construct and build upon the Demised Premises such improvements as Lessee may from time to time deem necessary or desirable in connection with its use of the Demised Premises; to clear such land as in necessary for such construction, and to make such other alteration to property and any improvements as Lessee may deem necessary; and, WHEREAS, more details are covered within the Sublease. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, that Mayor Kant is hereby authorized to execute a land lease agreement between the City of Fairhope and The Barnwell Community Association for the rental of real estate consisting of 40 acres more or less in the amount of One Dollars ($ 1.00), payable on the 1st day of November each 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 435 of 448 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan, on behalf of the City of Fairhope, to execute a purchase agreement and all closing documents related to the sale of the Barwell “Recreation” Land Property (PPIN 6877) from Most Rev. Thomas J. Rodi, Archbishop of Mobile, a Corporation Sole for a purchase price of $1.1 million; and allocates funding out of the Reserves. ADOPTED ON THIS 23RD DAY OF SEPTEMBER, 2024 _____________________________ Corey Martin, Council President Attest: ___________________________ Lisa A. Hanks, MMC City Clerk Page 436 of 448 Viewer Map KCS, P ic tom etryKCS polygonLayer Override 1 Lot Labels Pa rcel Line Labels C OGO Pa rcels C on ve yanc eDivisions C en terlines C oa sta l Control Line Lo t L i nes C on flicts C ou nty B o undary September 18, 2024 0 0.0 75 0.150.0 375 mi 0 0.1 0.20.05 km 1:4 ,514 Copy right 2019 Page 437 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-683 FROM:Sherry Sullivan, Mayor Marcus McDowell, City Attorney SUBJECT:A contract for Professional Services for closing costs and title insurance on the Barnwell Recreation Land Purchase with Kopesky & Britt, LLC with a cost not-to-exceed $15,000.00. AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: That the City Council hereby authorizes Mayor Sherry Sullivan to execute a contract for Professional Services for closing costs and title insurance on the Barnwell Recreation Land Purchase with Kopesky & Britt, LLC with a cost not-to-exceed $15,000.00. BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No.Account Title Current Budget Cost Available Budget $___$___($____) GRANT: LEGAL IMPACT: Page 438 of 448 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan to execute a contract for Professional Services for closing costs and title insurance on the Barnwell Recreation Land Purchase with Kopesky & Britt, LLC with a cost not-to-exceed $15,000.00. DULY ADOPTED THIS 23RD DAY OF SEPTEMBER, 2024 ________________________________ Corey Martin, Council President Attest: ________________________________ Lisa A. Hanks, MMC City Clerk Page 439 of 448 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2024-663 FROM: Fairhope East K-6 Parent Teacher Corporation SUBJECT: The Pirate Dash 2025 AGENDA DATE: September 23, 2024 RECOMMENDED ACTION: City Council Approval BACKGROUND INFORMATION: Fairhope East K-6 Parent Teacher Corporation in collaboration with the Fairhope West Parent Teacher Partnership and J. Larry Newton Parent Teacher Organization, are requesting permission to close the streets in downtown Fairhope on Saturday, February 8, 2025, from 6:00 a.m. to 10:00 a.m. They are planning the 10th Annual “The Pirate Dash.” This is a 5K Run and 1 Mile Fun Run to raise money for the educational needs of all three Fairhope elementary public schools. The 5K race will begin at 8:00 a.m. and the 1-mile fun run will begin at 9:00 a.m. The race will begin and end at the same location on Magnolia Avenue by the bluff. In addition, they’re requesting electricity at the starting/ending point of the race on the bluff; and barricades at major road intersections to protect runners. They will have a minimum of three porta potties at the race. 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 440 of 448 City of Fairhope Approval Special Event Request 08 I 27 I 2024 1 Date complete application submitted to Rental Facilities Department Event : Pirate Dash 2025 Person Requesting : Fairhope K-6 PTC Date of Event: 02/08/2025 Location: Henry George Bluff & Streets (See Attached Map) Approval/Disapproval supporting documentation attached. Approval: $1,620 Police Ch i ef/Designee _r _r,_LuM __________ Date: 8/27 /24 Approx . cost city services $ 350 .00 Director of Public Works/Designee =P•i=~=c =·wfe-:=order.=(A="~=28 ,=0=24 =0f,=36 =CD""'-T) -------Date : 8/2 8/2 4 Director of Community Events Disapproval: ______________ Date : ____ _ Pol ice Ch ief ______________ Date : ____ _ Di rector of Public Works/Designee ______________ Date : ____ _ Director of Community Events D Route back to rental facilities department for application package finalization NOTES : ------------------------------- Rev . 01/20 MS/CM Page 441 of 448 APPLICATIO FOR USE OF THE CITY OF FAIRHOPE SIDEWALKS A DIOR STREETS We the undersigned hereby apply for 1he u c of certain sidewa lks and /or strc.:1s within the City of Fairhope and in con nec tion with said application, furnish the following: I. Which street and or s idewall-. do you wi h to use? -H &l r y (7 lO ( ge 2. Date Reque ted : :fe'\::> • ~ I 2.f} 2,$ Hour requested from: Par~ and a~·a. C-e/lt s f-reeJ-5 le IO_~l0"'--- ame: _fq~j(_\t)'Y--tape_, _,_JL_-__ te _p_-c.....-.,,1 (;"--------- Address: 2.tQ \D q <t" 6 j S blJ p (ZJ • 3. Renter·s City: fQich~ ---Slate : ftL,-Zip: 3US:3Z- Phone NUL:bers : C 2-S I) (p oq -l ws . ~ r3a; Lei:/ ' 4. PurposeofUse: P, rate f)ash -fundra,::rtze ~ct fa( all 8 fq,(rwpe: ~~· ::, U Vl (JCJI s . • Number of persons ex pected 10 auend ladults and minors): _{ .. Q~Q~~Q~--------------------- 6. Will 1here be alcohol on the premises during the el'ent? ,-J O lfrequcsted, the E'airhopc Ci1y Council may allow al coholic beverages. If alcohol is allowed. the user must adhere t~ of the Alabama Beverage Control Board and its permitting process. All permits required must be submitted to 1he Ci1 y of Fairhope Police Chief ai least 12 weeks prior to the e ent. 7. D scribe any decorations, ten ls. sou nd equipment. staging. pon-o-let . etc.: +oo-ts } 5 0 V nd ) f s laYJ I pcJ r +-o -Le.A-s Ren1al Company: e,a Id y-( \ V] rw ftl Is 8 . Will you need electricity? Will you need water·> Yes For: TNDEM ryTY AND HOLD HAR 1LESS AGREEMENT In consideration of the permission granted to me by the City of Fairhope to use the sidewalks and/or streets. l hereby indemnify and hold hannle s the City of Fairhope. its agents, ervants and employees from any and all claims and causes of action that may arise from injury to me or tl1ird parties u ing the sidewalk and/or streels who are injured or suffer property damage ch at is in any way caused by my use of the sidewalks and or streets . This indemni1y and hold hann less agreement is givt:n to the Cily of Fairhope to pro1ect the City and i1s agents. servan ls and employees from cost or defense and claims for injuries and damages that may he cau ed either directly or indirectly by my use of the sidewalks and or streets. POLICIES a.) At the conclusion of the e\·cnt, the area will be inspected by a represc ntati Yc of the City. If the user has not clt:ancd up the park and restored ii to its origi nal condition. the Ci ty will clean up the park and charge the user for the services. b.) All cancellations and/or dare changes muse be in writing and signed by the sam person who signed the app lication and paid the renlal fees . and musl be gi \·en to 1he Site Manager not less than 30 days prior to the event. o fee refunds will be made for cancellations made les than 30 days p1ior to the event. Fee refunds will be made by check. and delivered by mail. less the cost of City services, as assessed by the appropriate City staff for cleaning, or a 20% hand ling charge for cancellations. We the undersigned have read and understand the Ind emnity Agr·eemcnt. as we ll as all rules and regulations co111ained in C ity Ordinance No . 1576 as set forth by the gO\·eming body of the Ci1y of Fairhope, and will abide by these rules and regulations . which include but are not limited to the Cancellation and Cle ning policie s. We a lso understand that if, at any time, the City-appointed Law Enforcement Personnel f h t said r.:gul ns are not being followed. the function will : tennina ted. ~~~_u-z.=-~ ____ Da1e : '3 Li 7 / Z,'-/ C'ityPersonnel: FeesPaid :i 1 0 ~ Date:fi/-Z...1/ 'f Ck.#:/O;tD ·lJJ.fi<-c l ,,, 011(r-/ _L -~J>l'licmiou Sig11ed/Darcd_L_ Permit fJep<><il Fee< _L ___ F111e1 ·ecl i11 Clllendw Page 442 of 448 Pd PI R ATE DASH August 19, 2024 To whom it may concern within the City of Fairhope : We , the Fairhope East K-6 Parent Teacher Corporation in collaboration with the Fairhope West Parent Teacher Partnership and J. Larry Newton Parent Teacher Organization, are requesting permission to close the streets in downtown Fairhope on Saturday , February 8, 2025, from 6 :00 am to 10:00 am. We are planning our 10th annual "The Pirate Dash ." This is a SK Run and 1 miles Fun Run to raise money fo r the educational needs of all three Fairhope elementary public schools . The SK race will begin at 8:00 am and the 1-mile fun run will begin at 9:00 am . The race will beg in and end at the same location on Magnolia Avenue by the bluff. We w ill need electricity at the starting/ending point of the race bn the bluff. We are requesting barricades at major road intersections to protect ou r runners . We. will have a minimum of three porta potties at the of the race . Attached you will find a copy of the race routes . If there is anything else you need from us, please contact Heather Bailey (Fairhope East) at 251 -609 - 1805 or hbailey27@gmail.co m, Mamie Brett (Fairhope West) at 662 -607-1960 or M ami edbrett@gmai l.com, or Tricia Gunnells (J . Larry Newton) at 251-295-2033 . We look forward to hearing from you and the City Counc il fo r final approval. Sincerely, Fairhope East Mamie Brett Fairhope West J. Larry Newton Page 443 of 448 P irate Dash-SK and Fun Run Sa turday, February 12 . 2022 ... 'J'J ,, - ~ • fJ·.1 -. z I I 0 I c1 p I P r 1 Orrc;,-f o! Cali ("} :J Fi ' <.r, u'I Start ~ I l c1.,, ~ 15-1 (I) B l =r ~ f 8 ,- ./.:f ::, ~ ('> t;" ~ "1.,, B 'I'/ .e . ~ El A ,t:. 0 21 Volunteers 12 Officers Group ha follow car PD has lead car \kd at Fairh p blu ff oYerlooking the pier at 7a .m. 5K starts at Sa .m . Transition to new post for Fun Run at 9a.rn . Good opportunity to place: Yehicles at th e bluff before and after the race and interact \Yith the kidc;, 12 officers 7a.m.-10a.m . S45 per hour Ple ase pay officer Individually SI .620 total Page 444 of 448 INTERN~L REVENUE SERVICE DISTRU:T DIRECTOR C -1130 ATLANTA, GA 30301 Date: OCT 2 8 1992 FAIRHOPE PARENT-TEACHER CORPORATION PO BOX 452 FAIRHOPE, AL 36533 Dear Applicant: DEPARTMENT OF THE TREASURY E~ployer Identification Number; 63-1073090 Contact Pe rson: ERIC C, HYLTON Contact Telephone Number; (404) 331-0193 Accounting Period Ending: June 30 Foundation Status Clas•ification: 509(a) (2) Advanc~ Ruling Period Begins: July 13, 1992 Advance Ruling Period Ends: June 30, 1992 Addendum Applies: Yr:s B~sed on information you supplled 1 and assuming you r operations Hi I I be ~s stated in your applicat ion for recognition of exemption, we have determined you are exempt f ,-.,m federa I lnc,:.m\o' tax under sect ion 501 (a) ,:,f tl!a Int~rna I F::evenue Cc•de a!! ,rn ,:,rganlzatlon d~scribed In section 50Hc) (3). .s- Bec~use you are a neHly created organization, He are not now making a final determination of your found at io n status under section 509Cal of the Code . However, we hay~ determ i ned that you can ~easonably expect to be a pub I lcly supported rrganizat ion de~cribed in sect ion 509(a)C2). Accordingly, during an advanc~ ruling period you wi I I be treated as a pub I icly support~d organ ization, and not as a private foundation. This advdnce ruling period b~glns and end~ on the dates shoHn above . • Within 90 days after the end of yo r ad vance r uling period , you must send us tht1-infonnat i cm needed to deterlili llE:' Hhether yc,u have m~t the require- ment s of the applicable suppc,rt test during th2 adv.ance r11lit19 period. H you establish that you have been a publicly supported organization, H~ Hi I I classi- fy you as a ~ectlon 509(a)Cl) or 609Ca) (2) organization as long as you c ontinue to meet the requi~ements of the applicable support test. If you do not meet the public support requirements during the advance ruling pe ri od, He wi II classify you a!i a private foundation f,:,r futun; periods. Alu,, if Ht? cla5sify you as a pr ivate foundation, we wll I tre3t you as a private foundation from your begi nning date for purposes of secti on 507(d) and 4940. Grantors and contributors may rely on our determination that you are not a pr i vate foundation until 90 days after the end of your advance ruling period. If you send us the r~qui red infor~ation withi n the 90 days, gra ntor~ and contributors may continue to rely on th~ advance determination untl I we make a final determination of your foundation s t atus. L&tter 1045(00/CGi Page 445 of 448 City of Fairhope Park & Street Usage Charges (per city ordinan ce (No s. 15 75, 1576, & 1486) Fairhope Ci"ic Center. P.O. Dra\\er -129 . Fairhope Al. 36533 -(25 1) 929-1-179 /990-0130 (251 ) 929-l 467[Fax ] ame: Fairhope K-6 PTC Address: PO Box 1911 Fairhope, Al 36533 Date of functio n: 02f0 8f2S Ph o ne: 228 -236 -4378 o. in attendance: 8SO FEE SCH EDULE Park Rental Fee: $150. per diem Street Rental Fee : $150 . per diem Ad ditio nal Hours -past allotted four hour: ,,, $7 5 per hour S ubtotal: (X ) Non-p rofit organization; exempt from 50 % re ntal fee s. *Proof of 501 non -profit must be on file. Electric /Water Fee: (one tim e charge of S50.) Refu ndable Clean-up Deposit: Balance Du e : Refund Du e : 50% on-Profit Rate : $150 $150 $ $300 $150 .00 $50 .00 $1000 .00 $1 200 *Refunds/or clean-up deposi t to be mailed to address given on rental applicat ion . th ree weeks after event.* otes : Paid : Check # /Cash/CC Date: Page 446 of 448 Pirate Dash 2025 Packet Final Audit Report Created: By : St atus : Transact ion ID : 2024-08-2 7 Nick Martin (nicholas .martin@fairhopeal.gov) Signed CBJCHBCAABAAovfl4cgwKE4S2nOCBrUP6rUGZafY H7O L "Pirate Dash 2025 Packet" History ~ Document created by Nick Martin (nicholas.martin@fairhopeal.gov) 2024-08-27 -5:47 :46 PM GMT ~ Document emailed to stephanie .hollinghead@fairhopeal.gov for signature 2024-08-27 -5:51 :3 1 PM GMT ~ Email viewed by stephanie .holl inghead@fairhopeal.gov 2024-08-27 - 7:31 :11 PM GMT 2024 -08-28 0i) Signer stephanie .hollinghead@fa irhopeal.gov entered name at signing as Stephanie Holl inghead 2024-08-27 -7 :32 :08 PM GMT 0o Document e-s igned by Stephanie Hollinghead (stephanie .hollinghead@fairhopeal.gov) Signature Dat e: 2024-08 -27 - 7 :32 :10 PM GM T -Tim e Sou rce : serve r ~ Document emailed to George Ladd (george .ladd@fa irhopeal.gov ) for signature 2024-08-27 -7 :32 :11 PM GMT ~ Ema il v iewed by George Ladd (george .ladd@fa irhopeal.gov) 2024 -08-27 -10:00 :37 PM GMT 0o Document e-signed by George Ladd (george.ladd@fairhopeal.gov) Sig nature Date : 20 24-08-2 7 -10 :02 :16 PM GM T -Time Source: server ~ Document emailed to paige.crawford@fairhopeal.gov for signature 2024-08-27-10:02:18 PM GMT ~ Email viewed by paige .crawford@fa irhopeal.gov 2024-08-28 -2 :35:4 6 PM GMT 0o Signer paige.crawford@fairhopeal.gov entered name at signing as Paige Crawford 2024-08-28 -2 :36:32 PM GMT a Adobe Acrobat Sign Page 447 of 448 0i: Document e-signed by Paige Crawford (paige .crawford@fairhopeal.gov) Signature Date: 2024-08-28 - 2:36 :34 PM GMT -Time Source : server 9 Agreement comp leted. 2024-08-28 -2:36 :34 PM GMT a Adobe Acrobat Sign Page 448 of 448