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HomeMy WebLinkAbout03-10-2025 City Council Agenda PacketCITY OF FAIRHOPE CITY COUNCIL REGULAR AGENDA Monday, March 10, 2025 - 6:00 PM City Council Chamber Council Members Jack Burrell Corey Martin Jimmy Conyers Jay Robinson Kevin G. Boone Invocation and Pledge of Allegiance 1.Approve minutes of February 20, 2025, Regular City Council Meeting; and minutes of February 20, 2025, Work Session 2.Report of the Mayor - Recognition of K-9 Bauer and his Retirement. 3.Public Participation – Agenda Items – (3 minutes maximum) 4.Council Comments 5.Public Hearing – Ordinance – Amend Zoning Ordinance No. 1253 - Request of the Applicant, Jay Broughton, on behalf of the Owner, Tallawampa Properties LLC, for conditional annexation to R-1, Low Density Single-Family Residential District. The property is approximately 5.20 acres and is located at 0 Gayfer Road Ext. PPIN #: 13818 6.Ordinance – Annexation – City of Fairhope property located at Section Street / 705 Twin Beech, Fairhope, Alabama. Contains 15.146 acres more or less. Tax Parcels 46-04-19-4-000-012.000 and 46-04-19-4-000-041.000. 7.Ordinance – An Ordinance amending Ordinance No. 522 and repealing and replacing Ordinance No. 1779 Parking Authority; Section 20-31: Said Parking Authority or Committee shall be composed of seven (7) members, and all such members shall be residents of the City of Fairhope, Alabama and over the age of 21 years. 8.Ordinance - An Ordinance to Approve an Application from Richard T. Barrett for a Franchise Agreement for Tennis and Pickleball at the Mike Ford Tennis Center. 9.Site Plan Review and Approval - Request of the Applicant, Civil Consultants, Inc., on behalf of the Owner, Corte, Cave/Mitchell 1, LLC, for Site Plan Approval of Express Oil Change, Planters Pointe – Lot 8. The property is approximately 0.99 acres and is located on the northwest corner of State Highway 181 and State Highway 104. PPIN #: 626313. (Planning Commission unanimously recommends approval of SR 24.06). Page 1 of 388 City Council Regular Meeting March 10, 2025 Page - 2 - 10.Site Plan Review and Approval - Request of the Applicant, Chris Lieb, on behalf of the Owner, FST Encounter Development LLC, for Site Plan Approval of Foosackly’s. The property is approximately 0.20 acres and is zoned B-2 – General Business District. The property is located at the northeast corner of Highway 181 and Highway 104, Lot 4 and is approximately 1.0 acres. PPIN #: 627494. (Planning Commission unanimously recommends approval of SR 25.03). 11.Resolution - That the City Council approves the selection by Mayor Sherry Sullivan for (RFQ PS25-023) for Professional Consulting Services for Downtown Parking Study to Walker Consultants; and hereby authorizes Mayor Sullivan to execute a contract with a not-to-exceed amount of $50,000.00. 12.Resolution - That the City Council hereby authorizes and selects Sherry Sullivan (Mayor) to be the Voting Delegate during the annual meeting of the Alabama League of Municipalities. 13.Resolution - That the City Council adopts the following recommendation from the Street & Traffic Control Committee for a Crosswalk at South Mobile Street crossing at Elks Lodge and American Legion: Option B with a cost estimate of $9,005.00. 14.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Paul Carpenter Davis Architects for Professional Architectural Design Services (RFQ PS25-019) for the New Police Precinct with a not-to-exceed amount of $97,540.00. 15.Resolution - That the City Council hereby approves and authorizes the City of Fairhope to execute a Memorandum of Understanding between AltaPointe Health Systems, Inc. and the Fairhope Police Department to improve responses to individuals experiencing mental health crises, reduce the need for police involvement in non-criminal behavioral health-related situations, and ensure better access to appropriate care by providing five (5) iPads equipped with MyCare. The Police Department will reimburse AHS $425.00 per month for use of the iPads. 16.Resolution - That the City of Fairhope approves the procurement of the renewal of the Motorola Astro System Advanced Plus Package for the Police Department from Motorola Solutions for a three (3) year contract total cost of $117,978.38. This equipment is exempt from formal bidding per Code of Alabama 1975, Section 41- 16-57(b)(1). Motorola Solutions is the Sole Source provider. 17.Resolution - That the City Council authorizes acceptance of the Department of Housing and Urban Development's (HUD) Community Project Funding (CPF) grant (B-24-CP-1L-0038) of $3,000,000.00 for the Fairhope Airport Industrial Park; and authorizes Mayor Sherry Sullivan to sign all necessary documents. Page 2 of 388 City Council Regular Meeting March 10, 2025 Page - 3 - 18.Resolution - That the City Council approves the selection by the Evaluation Team for Professional Engineering Services for (RFQ PS25-011) for the Airport Industrial Park Environmental Assessment to Volkert, Inc.; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. 19.Resolution - That the City Council authorizes submission of the Gulf of Mexico Alliance's (GOMA) Increasing Participation in the Clean and Resilient Marina Program Grant in the amount of $17,000.00; and authorizes Mayor Sherry Sullivan to sign all required grant application documents. The funding will be used to purchase educational signage, fuel dock spill equipment, green clean supplies for slip holders, and a weather station. These items were suggested during the Clean Marina certification inspection. No match is required. 20.Resolution - That the City Council authorizes acceptance of an Alabama Transportation Rehabilitation and Improvement Program-II (ATRIP-II) grant in the amount of $2,000,000.00; and authorizes Mayor Sherry Sullivan to sign all necessary documents on behalf of the City. The funding will be used to construct dedicated turn lanes on Volanta Avenue at the intersection with Greeno Road, acceleration and deceleration lanes on Greeno Road and signalization of the two roads. The City's share of the project will be $389,678.73 for preliminary engineering, construction costs beyond grant funding and utility relocates. 21.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Christian Preus Landscape Architect for Professional Architectural Services for the Redevelopment and Restoration of the Corner near Julwins (formerly Bancroft Corner) (RFQ PS25-022) with a not-to-exceed amount of $36,531.00. 22.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Goodwyn Mills and Cawood, Inc. for Professional Architectural Services for the design of the Welcome Center Envelope project (RFQ PS25-015) with a not-to- exceed amount of $53,416.00. 23.Resolution - To award (Bid No. 25-020-2023-PWI-011) to Blade Construction, LLC for White Avenue Park Improvement Project with a bid proposal not-to-exceed $118,668.00. 24.Resolution - That the City of Fairhope approves the award of the Request for Quotes for Labor, Materials and Equipment for the removal of a large tree at the Right of Way on the Bay side of the residence of 603 North Mobile Street to Big Green Tree Machine for a not-to-exceed project cost of $8,500.00. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. Additionally, for the City of Fairhope to approve a transfer of $8,500.00 from 001350-50360 to 001360-50360 (General Maintenance) for this cost. Page 3 of 388 City Council Regular Meeting March 10, 2025 Page - 4 - 25.Resolution - That the City of Fairhope approves the award of the Request for Quotes for Labor and Materials for the Sewer Tie In from Pier and Mobile at Fels Project to A-Long Boring, Inc. for a not-to-exceed project cost of $52,490.00. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. 26.Resolution - That the City of Fairhope approves the award of the Request for Quotes for Labor and Materials for the repair of a Travis Walking Floor Trailer for the Sanitation Department to Gulf City Body and Trailer Works, Inc. for a not-to- exceed cost of $29,958.50. 27.Resolution - That the City Council authorizes the submission of the Alabama Department of Environmental Management's (ADEM) Alabama Recycling Fund (ARF) for the purchase of 6,000 residential recycling carts at a cost of $312,000.00. This is 100% reimbursable grant with no City match. 28.Resolution - That the City Council approves amending Bid No. 024-16 to add $5,000.00 to cover the actual cost of the invoices for Flame Resistant (FR) Uniform Shirts Annual Contract to increase the total bid amount from $45,000.00 to $50,000.00. 29.Resolution - That Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 1 of (Bid No. 24-016) Flame Resistant (FR) Uniform Shirts Annual Contract with Image Solutions USA with annual not-to-exceed contract $50,000.00, per the terms and conditions of the original contract. 30.Request - Sandy Tormoen, Board President of Baldwin County Trailblazers - Requesting the use of the sidewalks and grassy areas of Utopia Park on Saturday, May 17, 2025, from 12:00 p.m. to 5:00 p.m. for their annual Chalk the Trail Event with an alternate rain date of May 18, 2025. The event raises awareness as well as funds for the Baldwin County Trailblazers. 31.Application - Restaurant Liquor License by Drew Burroughs for Burroughs, Barnhill, and Matthews LLC d/b/a Fairhope Social Club located at 14 North Church Street, Fairhope, Alabama 36532. 32.Appointments - Airport Authority 33.Appointment - Parking Authority Page 4 of 388 City Council Regular Meeting March 10, 2025 Page - 5 - 34.Public Participation – (3 minutes maximum) 35.Adjourn Regular Meetings of the Council shall be held on the 2nd and 4th Monday nights of each month immediately following the 4:30 p.m. Work Session unless prescheduled and announced otherwise. Next Regular Meeting – Monday, March 24, 2025 – Same Time Same Place Page 5 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-923 FROM: Lisa Hanks, CITY CLERK SUBJECT: Minutes of February 20, 2025, Regular City Council Meeting; and minutes of February 20, 2025, Work Session AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: Approve minutes of February 20, 2025, Regular City Council Meeting; and minutes of February 20, 2025, 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 6 of 388 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 Thursday, 20 February 2025. Present were Council President Jack Burrell, Councilmembers: Jimmy Conyers, Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, and City Clerk Lisa A. Hanks. Councilmember Corey Martin and City Attorney Marcus E. McDowell were absent. There being a quorum present, Council President Burrell called the meeting to order at 5:11 p.m. The invocation was given by Pastor William Parsons of Redeemer Lutheran Church and the Pledge of Allegiance was recited. Council President Burrell said he wanted to brag on him for a moment; and said he had a visit with Pastor Parsons a couple of months ago. Council President Burrell said “Pastor Parsons is a big fan of this City he lives in. And, he is a big fan of our government; and has offered his services and he is appreciated.” Councilmember Robinson moved to approve minutes of the 10 February 2025, regular meeting; and minutes of the 10 February 2025, work session. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Mayor Sullivan addressed the City Council regarding the following items: 1) Recognized Chip Groner and Amy Pearson for their volunteering to serve on the Fairhope Airport Authority. Council President Burrell said they were extremely instrumental for the Authority; and have done an outstanding job. He said it has been a pleasure working with them; 2) Attended the ground breaking for the American Legion expansion; 3) Mentioned the Recreation Summit that was held; 4) Said this week is the kickoff for Mardi Gras season; and 5) Recognized and welcomed Ruthie Campbell who is a Robertsdale Councilmember. Councilmember Conyers commented the Fairhope High School Basketball team has made it to the “Final Four.” He told everyone to have fun and enjoy during the Mardi Gras season; and be safe. Council President Burrell reiterated what everyone said; and also recognized Councilmember Ruthie Campbell from Robertsdale. Page 7 of 388 20 February 2025 Councilmember Conyers moved for final adoption of Ordinance No. 1824, an ordinance amending Ordinance No. 1800 known as the Personnel Rules, Policies and Procedures Ordinance, V. Employee Benefits: Amending Section P. Incentives for Recruiting New Employees. (Introduced at the February 10, 2025 City Council Meeting) Seconded by Councilmember Boone, motion for final adoption passed by the following voice votes: AYE – Burrell, Conyers, Robinson, and Boone. NAY - None. Councilmember Robinson stated there was a need to add on an agenda item after Agenda Item Number 14: a motion to approve and authorize the Eagle Scout Service Project: Colony Nature Park Fence Renewal by Wells Sawyer. Councilmember Robinson moved to add on the above-mentioned item not on the printed agenda. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution to award (Bid No. 25-023) to Equix Energy Services, LLC. for Gas Main Relocation on SR 181 with a bid proposal not -to-exceed $64,804.00. Public Works Law Project. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5375-25 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 4” Gas Main Relocation on State Road 181 (Bid Number 25-023) for the Gas Department. [2] At the appointed time and place, the following bids were opened and tabulated as follows: Equix Energy Services, LLC $ 64,804.00 GMC Underground $109,140.00 [3] After evaluating the bid proposals with the required bid specifications, Equix Energy Services, LLC is now awarded the bid for 4” Gas Main Relocation on State Road 181 (Bid Number 25 -023) for the Gas Department with a total bid proposal not-to-exceed of $185,750.00. Adopted on this 20th day of February, 2025 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 8 of 388 20 February 2025 Councilmember Boone introduced in writing, and moved for the adoption of the following resolution, a resolution to award (Bid No. 25-017) to Gridco, Inc. for 46KV Transmission Line 2024 Modifications & Additions (REVISED) with a bid proposal for the lump sum base bid plus Alternates #1 and #2 of $2,194,441.20. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5376-25 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 46 KV Transmission Line - 2025 Modifications and Additions for the Electric Department (Bid Number 25-017) for the City of Fairhope. [2] At the appointed time and place, the following bids were opened and tabulated as follows: Please see attached Bid Tabulation for 46 KV Transmission Line - 2025 Modifications and Additions [3] After evaluating the bid proposals with the required bid specifications, Gridco, Inc. is now awarded the bid for 46 KV Transmission Line - 2025 Modifications and Additions for the lump sum bid base plus Alternates #1 and #2 of $2,194,441.20. Adopted on this 20th day of February, 2025 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk * * Page 9 of 388 20 February 2025 Page 10 of 388 20 February 2025 Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute a Contract with JADE Consulting LLC. for Professional Engineering Services for the Pecan Avenue Watershed Management Plan Phase 1 (RFQ PS25-021) with a not-to-exceed amount of $35,650.00. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5377-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Jade Consulting, LLC for Professional Engineering Services for the Pecan Avenue Watershed Management Plan Phase I (RFQ PS25-021) with a not-to-exceed amount of $35,650.00. ADOPTED ON THIS 20TH DAY OF FEBRUARY, 2025 _________________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute a Contract with Lieb Engineering Company for Professional Engineering Services for the Summit Street Outfall Repair Project (RFQ PS25-020) with a not-to-exceed amount of $10,850.00. Seconded by Councilmember Boone, motion passed unanimously by voice vote. RESOLUTION NO. 5378-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Lieb Engineering Company to perform Professional Engineering Services for the Summit Street Outfall Repair Project (RFQ PS25-020) with a not-to-exceed amount of $10,850.00. ADOPTED ON THIS 20TH DAY OF FEBRUARY, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 11 of 388 20 February 2025 Councilmember Robinson introduced in writing, and moved for the adoption of the following resolution, a resolution that certain items are declared surplus and the Mayor and the City Treasurer are hereby authorized and directed to dispose of personal property owned by the City of Fairhope by one of the three methods listed on the resolution. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 5379-25 WHEREAS, the City of Fairhope, Alabama, has certain items of personal property which are no longer needed for public or municipal purposes; and WHEREAS, Section 11-43-56 of the Code of Alabama of 1975 authorizes the municipal governing body to dispose of unneeded personal property; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF FAIRHOPE, ALABAMA, AS FOLLOWS: SECTION 1. That the following personal property owned by the City of Fairhope, Alabama, is not needed for public or municipal purposes, and hereby declared surplus: [SEE ATTACHED LIST OF EQUIPMENT] SECTION 2. That the Mayor and City Treasurer are hereby authorized and directed to dispose of the personal property owned by the City of Fairhope, Alabama, described in Section 1, above, by one of the following methods: a. Receiving bids for such property (via “GovDeals”). All such property shall be sold to the highest bidder, provided, however, that the City Council shall grant the authority to the Mayor to reject all bids when, in her opinion, she deems the bids to be less than adequate consideration for the personal property. b. Sold for scrap or recycle at the highest offered value. c. Disposal via landfill. ADOPTED AND APPROVED THIS 20TH DAY OF FEBRUARY, 2025 _______________________________ Jack Burrell, Council President ATTEST: ______________________________ Lisa A. Hanks, MMC City Clerk Page 12 of 388 20 February 2025 SURPLUS LIST 01017 - 2014 CHEVROLET TAHOE, 1GNLC2E03ER206819, 140,670mi - Police Dept 01027 - 2013 CHEVROLET TAHOE, 1GNLC2E02DR317957, 122,839 mi - Police Dept 01028 - 2013 CHEVROLET TAHOE, 1GNLC2E0XDR316426, 133,655mi - Police Dept 01029 - 2013 CHEVROLET TAHOE, 1GNLC2E01DR312832, 164,154mi - Police Dept 01030 - 2013 CHEVROLET TAHOE, 1GNLC2E06DR318786, 146,582mi - Police Dept 01053 - 2011 FORD F550 Boom Truck, 1FDUF5GT9BEB15663, 109,096mi - Streets Dept 01092 - 2007 FORD CROWN VIC, 2FAFP71W47X134464,127,301mi - Police Dept 01103 - 2006 CHEVY TRAILBLAZER, 1GNDS13S062334029, 118,921mi - Info Tech 01148 (334.1) - 2001 VERMEER TRAILER, 1VRT2020611000228, Gas Dept 01220 - 1988 INTERNATIONAL S1600, 1HTLAZPM0JH549646, 77,335mi - Streets Dept 02422 - VERMEER BORING MACHINE, Water Dept 01396 (278.6) - GENERATOR 10KV, RZ81747, Electrical Dept CABLE TRAILER w/ UNKNOWN ASSET No. (possibly 01717), Electrical Dept 9 BROKEN STREET POLES, 40ft length, Electrical Dept 5 TOTES/PALLETS of retired police equipment out of retired police vehicles 2 Retired welders, unknown asset no., unknown working condition 4 TOTES/PALLETS of new parts for retired equipment Warehouse Floor Sweeper, unknown asset no., unknown working condition John Deere 1200A Trap Rake Dakota Turf Tender Veri-Quake Aerator 10 Mower Heads off John Deere Turf Mower Used Fountain Pump (Unknown Function) Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council approves and authorizes Mayor Sherry Sullivan to execute Amendment #2 for the GOMESA grant #G- CFNP/21/CF - North Triangle Park (now Flying Creek Nature Preserve). The amendment is a no cost extension to the period of performance by one year to February 28, 2026. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. Page 13 of 388 20 February 2025 RESOLUTION NO. 5380-25 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves and authorizes Mayor Sherry Sullivan to execute Amendment #2 for the GOMESA Grant #G-CFNP/21/CF - North Triangle Park (now Flying Creek Nature Preserve). The amendment is a no cost extension to the period of performance by one year to February 28, 2026. DULY ADOPTED THIS 20TH DAY OF FEBRUARY, 2028 _________________________________ Jack Burrell, Council President ATTEST: ________________________________ Lisa A. Hanks, MMC City Clerk Councilmember Conyers moved to grant the request of Erin Langley, Eastern Shore Repertory Theatre, Inc. - Requesting permission to display a vintage 1950s car alongside their table at April's Art Walk outside of Page & Palette to promote Theatre on the Bluff with this year's performance of Grease. This will create a true Rydell High experience and make for an incredible photo op. And, permission to perform a musical number from the show near the car. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. City Council reviewed an application for a Beer/Wine Off Premises License by Katherine O'Donniley, Wawa Alabama LLC, d/b/a Wawa 5804, 10040 Encounter Drive, Fairhope, Alabama 36532. Councilmember Robinson moved to approve the issuance of the license. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. Councilmember Conyers moved to appoint Chris Preus to the Parking Authority for a four-year term which will expire February 2029. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Councilmember Conyers moved to approve and authorize the Eagle Scout Service Project: Colony Nature Park Fence Renewal by Wells Sawyer. Seconded by Councilmember Robinson, motion passed unanimously by voice vote. Page 14 of 388 20 February 2025 The following individuals spoke during Public Participation for Non-Agenda Items: 1) Mayor Sherry Sullivan addressed the City Council and thanked the Staff for the Mardi Gras season and all they do for this busy season: Public Works and the Police Departments. She said they spend their weekends and nights working the Mardi Gras parades. 2) Ruthie Campbell, City Councilmember for Robertsdale, addressed the City Council and said thank you to everyone; and that she was interested in how Fairhope ran its City Council and all the activities. Ms. Campbell said she loved our agenda and the improvements we have made; and would love to take these back to Robertsdale for the future. She thanked everyone and said God Bless. 3) Erik Cortinas, City of Fairhope Building Official, addressed the City Council and said March 7, 2025 is Global Day of Unplugging. Councilmember Robinson moved to adjourn the meeting. Seconded by Councilmember Boone, motion passed unanimously by voice vote. There being no further business to come before the City Council, the meeting was duly adjourned at 5:33 p.m. Jack Burrell, Council President ________________________________ Lisa A. Hanks, MMC City Clerk Page 15 of 388 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 Thursday, 20 February 2025. Present were Council President Jack Burrell, Councilmembers: Jimmy Conyers (arrived at 4:40 p.m.), Jay Robinson, and Kevin Boone, Mayor Sherry Sullivan, and City Clerk Lisa A. Hanks. Councilmember Corey Martin and City Attorney Marcus E. McDowell were absent Council President Burrell called the meeting to order at 4:30 p.m. The following topics were discussed: • The first item on the Agenda was the Presentation of the Eagle Scout Service Project: Colony Nature Park Fence Renewal by Well Sawyer. He explained the need for this project and showed pictures of grass being worn down from vehicles; and showed the fence renewal plan. (See attached Photos) Mr. Sawyer answered questions regarding his project. Council President Burrell stated we will add this project to the City Council Agenda to be approved. • The next Agenda Item was the Discussion of the Fairhope Avenue & Ingleside Street Traffic Study by Chief Stephanie Hollinghead and City Engineer Richard Johnson. Chief Hollinghead briefly went over the four options from the traffic study. Mr. Johnson said this would be a great candidate for future funding from the Eastern Shore Metropolitan Planning Organization. Mayor Sullivan commented that if you choose Option A, she suggested to use raised curbs. The consensus of the City Council was Option C if there is Eastern Shore MPO funds. • Council President Burrell gave a Fairhope Airport Authority update; and mentioned the Women Classic in June that will begin at the Fairhope Airport. • Jay Robinson announced that the Fairhope Historic Preservation Commission would be meeting Wednesday. • Council President Burrell mentioned the Airport Authority will meet Tuesday and will nominate a couple of new members. He mentioned the Parking Authority appointment, the need to amend the Parking Authority Ordinance; and that Councilmember Conyers would like to serve if possible. • City Engineer Richard Johnson addressed the City Council regarding Agenda Items No. 8 and No. 9; and answered any questions if needed. • Public Works Director George Ladd addressed the City Council regarding Agenda Item No. 10; and answered any questions if needed. He said this is Mardi Gras season and his department will be busy. • Electric Superintendent Ben Patterson addressed the City Council regarding Agenda Item No. 7; and answered any questions if needed. He mentioned that Thomas Hospital will be helping to fund this project. Page 16 of 388 Thursday, 20 February 2025 Page -2- • Human Resources Director Hannah Noonan addressed the City Council regarding Agenda Item No. 5; and answered any questions if needed. • Grants Coordinator Nicole Love addressed the City Council regarding Agenda Item No. 11; and answered any questions if needed. • Mayor Sherry Sullivan addressed the City Council regarding Agenda Item No. 6; and answered any questions if needed. There being no further business to come before the City Council, the meeting was duly adjourned at 5:11 p.m. ______________________________ Jack Burrell, Council President _______________________________ Lisa A. Hanks, MMC City Clerk Page 17 of 388 Page 18 of 388 Page 19 of 388 Page 20 of 388 ORDINANCE NO. AN ORDINANCE AMENDING ORDINANCE NO. 1253 KNOWN AS THE ZO ING 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 hereb y 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 forwarde d an unfavorable recommendation of R-2 , Medium Density Single-Fami ly Residential Di strict, The property of Tallawampa Properties LLC located on the north side of Gay fer Road Ext. west of Bishop Road at O Gayfer Road Ext., Fairhope, AL. PPIN # 13818 Legal Description: (Case number ZC 24 .09) FROM THE SOUTHWEST CORNER OF THE SOUTHEAST QUARTER OF THE SOUTHWEST QUARTER OF SECTION 9, TOWNSHIP 6 SOUTH , RANGE 2 EAST, BALDWIN CO TY , ALABAMA, R THE CE EAST ALO G THE SOUTH BO DARY OF SAID SECTIO 9 A D BEING THE CENTERLINE OF GA YFER STREET EXTENSION 30 FEET TO THE EAST LINE OF A DEDICATED 60-FOOT NORTH-SOUTH STREET ; RUN THE CE NORTH 30 FEET TO AN IRO PIPE FOR THE POINT OF B EGINNING: RUN THENCE ORTH 631 FEET, MORE OR LESS , T O AN EAST-WEST FEN CELINE; RUN THENCE EAST AND PARALLEL TO THE SOUTH BO UNDARY OF SAID SECTIO 9 , A DISTA CE OF 357.76 FEET, MORE OR LESS , TO A IRO PIPE; RUN THE CE SOUTH 632 FEET, MORE OR LESS , TO THE N ORTH RIGHT-OF-WAY OF GAYFER AVENUE EXTE SIO ;THENCERUNWEST357.76FEET,MOREORLESS,ALO GTHE RIGHT-OF-WAY OF SAID GA YFER AVENUE EXTE SIO TO THE POINT OF BEGINNING , SAID PARCEL CONTAINING 5.17 ACRES , MORE OR LESS , AND LYING IN THE SOUTH HALF OF THE SOUTHEAST QUARTER OF THE SOUTHWEST QUARTER OF SECTIO 9, TOWNSHIP 6 SOUTH, RANGE 2 EAST, BALDWIN COUNTY, ALABAMA. A map of the property to be rezoned is attached as Exhibit A . The property is hereby initiall y zoned R-1 , Low Density Single-Family Residential District, concurrent with Annexation into the City of Fairhope. 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 compli ance with th e building laws of the City of Fairhope an d that any structure shall b e approved by the Building Official of the City of Fairhope and that any structure be erected only in co mpliance with such l aws , including the requirements of Ordinance o . 1253 . Page 21 of 388 Ordinance No. Page -2- Severab ili ty C lause -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 . Effec ti ve D ate -This ordinance shall take effect immediately upon its due adoption and publication as required by law. ADOPTED THIS 10TH DAY OF MARCH , 2025 ATTEST : Lisa A. Hanks , MMC City Clerk Jack Burrell , Council President ADOPTED THIS 10TH DAY OF MARCH , 2025 Sherry Sullivan, Mayor Page 22 of 388 STATE OF ALABAMA COUNTY OF BALDWIN CITY OF FAIRHOPE P.O. DRAWER 429 FAIRHOPE, AL 36533 251/928-2136 PETITION FOR ANNEXATION )( )( We, the undersigned PETITIONER(S). owner(s) of the lands in fee simple described in the attached EXHIBIT A, such property being without the Corporate Limits of the City of Fairhope, Alabama, but being contiguous to the said Corporate Limits; and such property not lying within the corporate limits or police jurisdiction of any other municipality, do. by these presents , hereby petition the City of Fairhope, a municipal corporation, that said property be annexed into the City of Fairhope, Alabama. The subject land is delineated on the map attached hereto as EXHIBIT B that will be prepared by the City of Fairhope to verify property is contiguous. This petition is filed under authority of Section 11-42-21 , Code of Alabama, 1975, as amended . JI This petition is for R-1 Zoning D The condition of the Petition is that zoning be established as ______ _ Concurrent with Annexation. (Zoning Request) Is this property colony property ___ Yes X No. If this property is colony property, the Fairhope Single Tax Office must sign as a petitioner. tlf2'A /(~,,,., z...J DANIEL T. FORD ____.~_j,..--""---'----"'e('----'/ft~~-~~--PA iJ J,.P=-.:rin=t =pe__,_tl ...... t.,_io=n=e==-r,-s-n_a_m_e ____ _ ~/i~/'t. rr.,f ,~ LLL Signature of Petitioner Print petitioner's name Signature of Petitioner Print petitioner's name Physical Address of property being annexed: 0 GAYFER RD EXT, FAIRHOPE, AL 36532 Petitioner's Current Physical Address: 16559 COUNTY RD 3 FAIRHOPE, AL 36532 Petitioner's Current Mailing Address : 16559 COUNTY RD 3 FAIRHOPE, AL 36532 Telephone Number(s): _,_(_25_1-'-) _46_3_-8_7_7_5 _________ (_:_2_51_.:.)_4_50_-4_6_3_7 __ _ Home Work Tax Parcel ID Number: 05-46-02-09-0-000-013.000 Size of Property: 5.20 ACRES Page 23 of 388 Petition for Annexation Page -2- I, &c O.o~ ) . Lo~ a Notary Publicin and forsaid State and County, hereby certify that __ (\ ; Q,,, \ 7 -()l"J, whose name(s) is/are signed to the forgoing Petition and who is/are known to me, this day appeared before me and. being first duly sworn, acknowledge that he/she/they have voluntarily executed this Petition on this day same bears date. Given under my Hand and Seal this 21 day of f:tj)ruwj , 20 .L5_. ~no "'7 2 UJ¢f (Seal) otary Public My commission expires My Commission Expires 3~9-2025 I, ______________ a Notary Public in and for said State and County, hereby certify that _____________ whose name(s) is/are signed to the forgoing Petition and who is/are known to me, this day appeared before me and, being first duly sworn, acknowledge that he/she/they have voluntarily executed this Petition on this day same bears date . Given under my Hand and Seal this ___ day of _____ , 20 __ , (Seal) Notary Public My commission expires ________ _ I, ______________ a Notary Public in and for said State and County, hereby certify that _____________ whose name(s) is/are signed to the forgoing Petition and who is/are known to me, this day appeared before me and, being first duly sworn, acknowledge that he/she/they have voluntarily executed this Petition on this day same bears date . Given under my Hand and Seal this ___ day of _____ , 20 __ , (Seal) Notary Public My commission expires ________ _ Page 24 of 388 ZC 24.09 - Tallawampa Single Family Subdivision City of Fairhope City Council March 10, 2025 JUBILEE TRLBISHOP RDROLLING OAKS DRDYER RD GAYFER AVE EZELL LNGAYFER RD EXT GREENO RD NGAYFER RD EXTEZELL LNRoad Parcel ZONEClassification B-2 General Business District HTD – Highway Transitional District PUD - Planned Unit Development R-1 Low Density Single-Family Residential District R-2 Medium Density Single-Family Residential District R-3 High Density Single-Family Residential District R-4 Low Density Multi-Family Residential District R-5 High Density Dwelling Residential District µ µ Project Name: Tallawampa Single Family Subdivision Site Data: 5.20 acres Project Type: Conditional Annexation to R-2 Jurisdiction: Fairhope Planning Jurisdiction Zoning District: N/A PPIN Number: 13818 General Location: North side of Gayfer Road ExtWest of Bishop Road Surveyor of Record: N/A Engineer of Record: Jay Broughton Owner / Developer: Tallawampa Properties LLC School District: Fairhope Elementary School Fairhope Middle and High Schools Recommendation: DENIAL Prepared by: Mike Jeffries Planning Commission (6 Ayes) voted to recommend denial of ZC 24.09 Page 25 of 388 Page 26 of 388 Page 27 of 388 Page 28 of 388 TALLAWAMPA ADJACENT PROPERTY OWNERS LIST SUBJECT PROPERTY PARCEL ID: 05-46-02-09-0-000-013.000 TALLAWAMPA PROPERTIES LLC 16559 COUNTY RD 3 FAIRHOPE, AL 36532 PARCEL ID: 05-46-02-09-0-000-011.000 68V BTR HOLDINGS LLC 707 BELROSE AVE DAPHNE, AL 36526 PARCEL ID: 05-46-02-09-0-000-014.000 CREEL, RYAN PO BOX 175 MONTROSE, AL 36559 PARCEL ID: 05-46-05-16-0-000-004.000 FRANKLIN T & LINDA KAY TAYLOR PO BOX 677 FAIRHOPE, AL 36533 PARCEL ID: 05-46-05-16-0-000-003.002 FRANKLIN T & LINDA KAY TAYLOR PO BOX 677 FAIRHOPE, AL 36533 PARCEL ID: 05-46-05-16-0-000-008.000 AJ4 PROJECT LLC PO BOX 1247 FAIRHOPE, AL 36533 PARCEL ID: 05-46-05-16-0-000-009.001 FAIRHOPE, ALABAMA CONGREGATION OF JEHOVAH'S WITNESS PO BOX 663 FAIRHOPE, AL 36532 PARCEL ID: 05-46-05-16-0-000-009.004 ROBERT HALL KLEIN 8356 GAYFER RD EXT FAIRHOPE, AL 36532 Page 29 of 388 TALLAWAMPA ADJACENT PROPERTY OWNERS LIST PARCEL ID: 05-46-05-16-0-000-009.000 KAREN KLEIN MCCAIN 8282 GAYFER RD EXT FAIRHOPE, AL 36532 PARCEL ID: 05-46-02-09-0-000-012.001 SPLIT ROCK LLC PO BOX 529 FAIRHOPE, AL 36532 PARCEL ID: 05-46-02-09-0-000-012.000 LADNIER PROPERTIES LLC 601 MAGNOLIA AVE DAPHNE, AL 36526 Page 30 of 388 1 ZC 24.09 Conditional Annexation Tallawampa Properties, LLC to R-2 December 2, 2024 Summary of Request: Applicant, Jay Broughton, acting on behalf of the Owner, Tallawampa Properties LLC, is requesting conditional annexation to R-2, Medium Density Single-Family Residential District to be known as the Tallawampa Subdivision. The property is approximately 5.20 acres and is located at 0 Gayfer Road Ext. The property is currently zoned RSF-E by Baldwin County. Figure 1: Map of subject and adjacent properties. Page 31 of 388 2 ZC 24.09 Conditional Annexation Tallawampa Properties, LLC to R-2 December 2, 2024 County Zoning Map Comments: The subject property currently is vacant. The subject property is bordered to the East by a Fairhope PUD “Tin Tops at Gayfer” Ordinance #1789, to the north by County zoned RA, the west by County zoned B1, and south across Gayfer Rd. Ext. by County zoned RSF-E and County zoned B2. 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. The surrounding area zoned by Baldwin County is recent. The surrounding properties were developed while the properties were unzoned. Thus giving a mixture of uses in the area. Staff does not believe this area supports the density of R-2. R-2 has a lot size minimum requirement of 75’ wide and 10,500sf minimum lot area. Annexing into the City as R-1 would be a more Page 32 of 388 3 ZC 24.09 Conditional Annexation Tallawampa Properties, LLC to R-2 December 2, 2024 appropriate zoning. The current RSF-E County zoning requires 165’ minimum wide lot frontage and 80,000sf minimum lot area. 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 2024 Comprehensive Plan has this area categorized as Suburban Residential areas which includes some of the largest lot sizes within single-family detached neighborhoods in Fairhope. (2)Compliance with the standards, goals, and intent of this ordinance; Response: Does not meet. The property is currently zoned RSF-E by Baldwin County and the most similar district is R-1. (3)The character of the surrounding property, including any pending development activity; Response: Does not meet. The surrounding properties area comprised of larger lots with the buildings pushed away from the street. (4)Adequacy of public infrastructure to support the proposed development; Response: Meets. A subdivision would require improvements to the existing 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 and 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: Adjacent properties would be impacted less by a less dense zoning. (8)Impacts on the surrounding neighborhood including noise, traffic, visible intrusions, potential physical impacts, and property values. Response: Adjacent neighborhoods would be impacted less by a less dense zoning. Page 33 of 388 4 ZC 24.09 Conditional Annexation Tallawampa Properties, LLC to R-2 December 2, 2024 Recommendation January 27, 2025: Staff recommends DENIAL of ZC 24.09, Conditional Annexation to R-2, Gayfer Rd Ext, Tallawampa Properties. Recommendation: Staff recommends Approval of ZC 24.09, Conditional Annexation to R-1, Gayfer Rd Ext, Tallawampa Properties. Page 34 of 388 Page 35 of 388 Page 36 of 388 Page 37 of 388 Page 38 of 388 Page 39 of 388 Page 40 of 388 Page 41 of 388 Page 42 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1288 FROM: Sherry Sullivan, Mayor Lisa Hanks, CITY CLERK SUBJECT: Annexation of City of Fairhope property located at Section Street / 705 Twin Beech, Fairhope, Alabama. Contains 15.146 acres more or less. Tax Parcels 46-04-19-4-000-012.000 and 46-04-19-4-000- 041.000. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: That the City Council adopts an Ordinance to annex City of Fairhope property located at Section Street / 705 Twin Beech, Fairhope, Alabama. Contains 15.146 acres more or less. Tax Parcels 46-04-19-4-000-012.000 and 46-04-19-4-000-041.000 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: Page 43 of 388 Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 44 of 388 ORDINANCE NO. WHEREAS, CITY OF FAIRHOPE, the owner of the hereinafter described property , did , in writing, petition th e City of Fairhope, a municipal corporati on, for annexation under Section 11-42-2 1 of the Code of A l abama, 1975, as amended; and WHEREAS , a map of said property is attached to said Petition as an exhibit; NOW, THEREFORE BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OFF AIRHOPE, ALABAMA, that the following described property, lying contiguous to th e corporate limits of th e City of Fairh ope, Alabama; and not within the corporate limits or the police jurisdiction of any other municipality; be and the same i s hereb y annexed to the City of Fairhope, Alab ama, to-wit: Property is located at Section Street/705 Twin B eech Road , Fairhope, A labama. LEGAL DESCRIPTION: TAX PARCELS 46-04-19-4-000-012.00 and 46-04-19-4-000-041.000 (PPIN 62123 and PPIN 62124) PARCEL A: From th e South east comer of Section 19 , To wnship 6 South , Ran ge 2 East, runNorth a distance of 30 feet and We st a distance of 672 feet for the Point of Beginning ; then ce North 00 °30 ' East, a distance of 633 feet to a point; thence West a distanc e of 79 feet to a point; thence So u th 00 °30' We st a distance of 633 feet to a point; thence East a distance of 79 feet to the Point of Beginning. PARCELB: Beginning 33 5 feet West of the Northeast comer of the Southeast Quarter of the Southeast Quarter of Section 19 , Townsh ip 6 South, Range 2 East, Baldwin County , Alabama, run West 335 feet to a point; thence So uth 663 feet to a point; thence East 335 feet to a point; thence North 663 feet to the Point of B eg inning. PARCELC: The So utheast Quarter of the South east Quarter of the So uth east Quarter (SE 1/4 of SE 1/4 of SE 1/4) of Fractional Section 19 , Township 6 South , Ran ge 2 East, lying in Subdivision No . 8 according to the Public Land Survey of sai d Section. SUBJECT, HOWEVE R, TO TH E FOLLOWING: 1. Right of way to Baldwin Co unty recorded in Real Property Book 384 , Page 583. 2 . Right of way to Baldwin County recorded in Real Property Book 384 , Page 590. 3. The property conveyed herein shall not be used for a purpose that does not serve a public and/or educational purpose witho ut the express written consent of the Granter . Page 45 of 388 Ordinance o. Page -2- This property shall be zoned R-1 , Low Density Single-Family Residential District. BE IT FURTHER ORDAINED that a certified copy of this Ordinance, with a copy of the Petition and the exhibit, be recorded in the Office of the Probate Judge , Baldwin County , Alabama. This Ordinance shall take effect immediately upon its due adoption and publication as required by law. ADOPTED THIS 10TH DAY OF MARCH , 2025 ATTEST: Lisa A. Hanks , MMC City Clerk Jack Burrell , Council President ADOPTED THIS 10TH DAY OF MARCH , 2025 Sherry Sullivan, Mayor Page 46 of 388 CITY OF FAIRHOPE P.O. DRAWER 429 FAIRHOPE, AL 36533 251/928-2136 PETITION FOR ANNEXATION STATE OF ALABAMA COUNTY OF BALDWIN )( )( We, the undersigned PETITIONER(S) owner(s) of the lands in fee simple described in the attached EXHIBIT A, such property being without the CoipOrate Limits of the City of Fairhope, Alabama, but being contiguous to the said CoipOrate Limits ~ and such property not lying within the corporate limits or police jurisdiction of any other municipality do , by these presents hereby petition the City of Fairhope, a municipal corporation that said property be annexed into the City ofFairhope Alabama. The subject land is delineated on the map attached hereto as EXHIBIT B that will be prepared by the City of Fairhope to verify property is contiguous. This petition is filed under authority of Section 11-42 -21 , Code of Alabama , 1975 , as amended . ~J' This petition is for R-1 Zoning D The condition of the Petition is that zoning be established as ______ _ Concurrent with Annexation. (ZoDiD1 RNluttt) Is this property colony property ___ Yes X No. If this property is colony ~rty, the F • ope Single Tax ?ffice must sign as a petitioner. Signatme of Petitioner Signature of Petitioner Sheny Sullivan, Mayor Print petitioner's name Print petitioner's name Print petitioner's name Physical Address of property being annexed : Section Street/705 Twin Beech Road Petitioner 's Current Physical Address: 161 North Section Stre et Fairhope , Alabama 36532 Petitioner 's Current Mailing Address : P. 0 . Drawer 429 Fairhope , Alabama 36533 Telephone Number(s): ______________ 25_1_-_92_8_-2_1_3_6 __ _ Home Tax Parcel ID Number: 46 -04 -19 -4 -000-012 .000 46 -04 -19 -4-000 -041 .000 Work Size of Prope11y : 15 .146 ac res PPIN 62123 and PPIN 62124 Page 47 of 388 Petition for Annexation Page -2- I, Lisa A. Hanks , City Clerk a Notary Public in and for said State and County , hereby certify that Sherry Sullivan, Mayor whose name(s) is /are signed to the forgoing Petition and who is/are known to me , this day appeared before me and , being first duly sworn, acknowledge that he/she/they have voluntarily executed this Petition on this day same bears My commission expires I, _____________ a Notary Public in and for said State and County, hereby certify that ____________ whose name(s) is/are signed to the forgoing Petition and who is/are known to me, this day appeared before me and , being first duly sworn , acknowledge that he/she/they have voluntarily executed this Petition on this day same bears date. Given under my Hand and Seal this ___ day of ____ __, 20 __ , (Seal) Notary Public My commission expires ________ _ I, _____________ a Notary Public in and for said State and County, hereby certify that ____________ whose name(s) is /are signed to the forgoing Petition and who is/are known to me, this day appeared before me and , being first duly sworn , acknowledge that he/she/they have vol~tarily executed this Petition on this day same bears date. Given under my Hand and Seal this ___ day of ____ ~ 20 __ , (Seal) Notary Public My commission expires ________ _ Page 48 of 388 -Road □ Corporate Limits Cl Parcel • B-1 -Local Shopping District • M-1 -Light Industrial District PUD -Planned Unit Development R-1 -Low Density Single-Family • R-3 -High Density Single-Family Exhibit A Parcel ID: 05-46-04-19-4-000-012.000 PPIN: 62123 Parcel ID: 05-46-04-19-4-000-041.000 PPIN: 62124 Page 49 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1297 FROM:Jack Burrell, Council President SUBJECT:An Ordinance amending Ordinance No. 522 and repealing and replacing Ordinance No. 1779 Parking Authority; Section 20-31: Said Parking Authority or Committee shall be composed of seven (7) members, and all such members shall be residents of the City of Fairhope, Alabama and over the age of 21 years. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: That the City Council adopts An Ordinance amending Ordinance No. 522 and repealing and replacing Ordinance No. 1779 Parking Authority; Section 20-31: Said Parking Authority or Committee shall be composed of seven (7) members, and all such members shall be residents of the City of Fairhope, Alabama and over the age of 21 years. 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: Page 50 of 388 Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 51 of 388 ORD INANCE N O. AN ORD INANCE T O AMEN D ORD INANCE N O. 522 AND T O RE PEAL AND REPLACE ORDINANCE N O. 177 9 PARKING AUTHORITY BE IT ORD AINED BY THE GOVE RNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows: Section 1. The Code of Ordinances, City of Fairhope , Alabama, Ordinance No . 522 , Chapter 20 , Article II , Parking , Section 20-31 : -Same-Created ; membership , qualifications , terms are hereby amended to reflect the following changes and additions : Am end t he follo wi ng: Sec tion 20 -31. -Sa me-Creat ed ; memb ership , qualification s, term s. (a) There is hereby created a Parking Authority or Parking Committee by the City Council with re spect to the development , creation , operation , and general supervi sion of any and all matters related to public parking. Said Parking Authority or Committee shall be composed of seven (7) members , and all such members shall be residents of the City of Fairhope , Alabama and over the age of 21 years . (b) All members of the Parking Authority or Committee shall serve for terms of four (4) years . ( c) The Parking Authority or Committee may remove any member who misses more than two (2) consecutive meetings . Severability. The sections , paragraphs , sentences , clauses and phrases of this ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this ordinance shall be declared unconstitutional by a court of competent jurisdiction, then such ruling shall not affect any other paragraphs and sections , since the same would have been enacted by the municipality council without the incorporation of any such unconstitutional phrase , clause , sentence, paragraph or section . Effective Date . This ordinance shall take effect upon its due adoption and publication as required by law . ADOPTED AND APPROVED nns 10TH DAY OF MARCH , 2025 ATTEST : Lisa A. Hanks , MMC City Clerk Jack Burrell, Council President ADOPTED AND APPROVED nns 10TH DAY OF MARCH , 2025 Sherry Sullivan, Mayor Page 52 of 388 ORDINANCE NO. 1779 AN ORDINANCE TO AMEND ORDINANCE NO. 522 AND TO REPEAL AND REPLACE ORDINANCE NO. 1727 PARKING AUTHORITY BE IT ORDAINE D BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: Section 1. The Code of Ordinances , City of Fairhope, Alabama , Ordinance No. 522, Chapter 20, Article II , Parking , Section 20-31: -Same-Created; membership, qualifications , term s are hereby amended to reflect the following changes and additions: Amend the following: Section 20-31. -Same-Created; membership, qualifications , terms. (a) There is hereby created a Parking Authority or Parking Committee by the City Counci l with respect to the development , creation , operation, and genera l supervision of any and all matters related to public parking . Said Parking Authority or Committee shall be composed of seven (7) members. All such members shall be either a resident of Fairhope, own a business in the Central Business Di strict of Fairhope or be emp loyed by an educational institution adjacent to the Central Business District. (b) All members of the Parking Authority or Committee shall serve for terms of four (4) years. (c) The Parking Authority or Committee may remove any member who misses more than two (2) consecutive meetings . Severability. The sections, paragraphs , sentences , clauses and phrases of this ordinance are severable, and if any phrase , clause , sentence , paragraph or section of this ordinance shall be declared unconstitutional by a court of competent jurisdiction, then such ruling shall not affect any other paragraphs and sections , since the same would have been enacted by the municipality council without the incorporation of any such unconstitutional phrase, clause , sentence , paragraph or section. Effective Date . This ordinan ce shall take effect upon its due adoption and publication as required by law . ADOPTED AND APPROVED THIS 10TH DAY OF JULY , 2023 ATTEST: ADOPTED AND APPROVED THIS 10TH DAY OF JULY , 2023 Page 53 of 388 ORDINANCE NO. AN ORDINANCE, TO PROVIDE FOR THE PLANNING, DESIGN, LOCATION, FINANCING, ACQUISI- TION OF PROPERTY FOR, CONSTRUCTION, ALTERATION, ENLARGEMENT, USE, MAINTENANCE, OPERATION, AND FOSTERING OF'WF-STREET AUTOMOBILE PARKING FACILITIES IN THE CITY OF FAIRHOPE; AND TO CREATE A PARKING'AUTHORITY OR PARKING COMMITTEE, PROVIDING FOR. ITS. MEMBERSHIP, AUTHORITIES AND DUTIES. SECTION I: It is hereby determined and declared that in the City of Fairhope the free circulation of traffic of all kinds through the streets of said City is necessary to the health, safety and general welfare of the public; that in re- cent years, the greatly increased use by the public of motor vehicles of all kinds has caused serious traffic congestion in the streets of said City; that the parking of motor vehicles in the streets has contributed to this congestion; that such congestion prevents the free flow,of traffic in, through and from the City of Fairhope and impedes the rapid and effective fighting of fires and dispositior of its Police Force, threatens irreparable loss in the values of urban property otthin the City -which can no longer be readily reached by vehicular traffic and endangers the health, safety and welfare of the general public; that this traffic Go.ngestion is not capable of being adequately abated except by provisions of sufficient off-street parking facilities; that adequate off-street parking faci- itties have not been provided and parking spaces now existing must be forthwith supplemented fir off-street parking facilities provided by public undertaking; and fiat the enactment of the provisions of this Ordinance is hereby declared to be public necessity, which said Ordinance is enacted by authority of a Special ict of the Legislature known as Act No. 11.33, and approved by the voters of the iunicipality of the City of Fairhope, Fairhope, Alabama by special referendum Leld on December 18, 1973. ZCTION 2: There is hereby created a parking Authority or Parking Committee by he Mayor and City Council ofthe City of Fairhope with respect to the development reation, operation and general supervision of any and all matters related to ublic parking. Said Parking Committee shall be composed of seven (7) members, nd all such members shall be residents of the City of Fairhope, Alabama and over he age of 21 years. Insofar as is nearly mathematically possible, of the members first pointed under this Ordinance, one-third shall be appointed for a term of two ars, one-third for a term of three years and one-third for a term of four years, ereafter, all members of the Committee or Parking Authority shall serve for rms of four years. j Page 54 of 388 SECTION-3:., The Parking Authority or Parking Committee created by this Ordinance is hereby authorized and empowered to acquire, receive, take and hold, whether by purchase, gift; lease, devised, (or condemnation but only after being approve) by resolution of the Mayor and Council of the City of Fairhope), or otherwise, property of every description, whether real, personal or mixed, and to manage said property and to develop any undeveloped property owned , leased or con- trolled by such Parking Authority for the purposes hereinafter set out; to exe- cute such contracts and other instruments and to take such other actions as may be necessary and convenient to carry out the provisions of this Ordinance or to exerctse the power granted hereunder; to plan, establish; acquire, construct, enlarge, improve, maintain, equip, operate and regulate and protect the said Parking Facilities. SECTION 4:', TheParki.ng Authority or Parking Committee created hereunder shall see to the maintenance of said Parking Facility or Facilities, and carry all proper insurance (including liability insurance), with the respect thereto, the estimated costs of maintaining the Parking Facility in good repair and keeping it properly insured. SECTION 5: The Parking Authority or Parking Board created hereunder, shall use the revenue for the rentals of tte Parking Facility or Facilities, to pay the costs of the acquisition of the said property, to pay the costs of maintaining the Parking Facility or Facilities and keeping the same in good repair and keep tng the property insured, and any net revenues over and above the said costs of acquisition of properties and the maintenance and operation of the Facility or Facilities and insurance for came, shall be paid over to the City of Fairhope, to its. general fund. SECTION 6:- All property and income of the Authority shall be exempt from all State, County, Municipal and other local taxation; provided, however, this ex- emption shall not be construed.to exempt,'concessionaires, licensees, tenants, operators or lessees of or on any Parking Facility owned by the Authority for the payment of any taxes, including license or privilege taxes levied by the Sta County or any Municipality in the State. SECTION 7:' If any Section, provision, or clause of this Ordinance shall be de- clared i.nvali'd or unConstituti.onal, by any Court.of competent jurisdiction, such larat%on shall not affect the part or parts which remain. e , 5 )' Page 55 of 388 E 0 This Ordinance shall become effective upon its due adoption, and pubilcatlon as required by lavr. ADOPTED THIS THE DAY OF 1974. ATTEST: CITY CLERK Page 56 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1316 FROM: Pat White, PARKS & RECREATION DIRECTOR SUBJECT: Application from Richard T. Barrett for a Franchise Agreement Tennis and Pickleball for at the Mike Ford Tennis Center AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: That the City Council approves the Application from Richard T. Barrett for a Franchise Agreement Tennis and Pickleball for at the Mike Ford Tennis Center 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 57 of 388 ORDINANCE NO. BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , AS FOLLOWS: SECTION 1. The City of Fairhope , Alabama, having received an application from Richard T. Barrett for a franchise agreement to Teach Tennis and Pickleball , at the fo ll owing location described : Mike Ford Tennis Center at Stimpson Park, 600 Morphy Avenue, Fairhope, Alabama and it is to be in th e best interest of the public and the City of Fairhope, Alabama, to grant a franchise to Richard T. Barrett under the terms and con dition s of the franchise agreement attached hereto as "Exhibit A" including the fees that shall be paid to the City with respect to same. SECTION 2. Pursuant to the authority granted by Section 11-40-1 an d 11-4 3-6 2 of the Code of Alabama of 1975 , the Mayor of the City of Fairhope, Alabama, is hereb y directed to execute sai d franchise agreement in the name of the City of Fairhope, Alabama. SECTION 3. The section s, paragraphs , sentences, clauses an d phrases of thi s ordinance are severable , and if any phrase , clause, se ntence, 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 , sin ce the same would have been enacted b y the municipality council without the incorporation of any such unconstitutional phrase , clau se, sentence , paragraph or section . SECTION 4. This ordinance shall take effect immediately upon its due adoption and publi cati on as required b y law. ADOPTED THIS 10TH DAY OF MARCH, 2025 ATTEST: Lisa A. Hanks , MMC City Clerk Jack Burrell , Council President ADOPTED THIS 10TH DAY OF MARCH , 2025 Sherry Sullivan, Mayor Page 58 of 388 FRANCHISE AGREEMENT This Agreement is made and entered into by and 9etween the City of f ,.airhope , Alabama ("C ity ") a mun icipal corporation and 'Kl dJc,tf..d -r. 'l?q IU'?.e'ff , ("Grantee"). RECITALS J/ Grant~e is a sole propriet or w ith a pr inc ipal place of business at /11Ae fo,1 d T ~-. , Fa irhope , AL 36532 . Grantee is engaged in the bus iness of 7'1:&;&h1v~ fe.,v1,Ji r -i f'.-e..Kle k,,,·(I 7r to the publ ic. Grantee proposes to install and operate /// at the f t,"/(:.e. [iM✓ -,; ~-. Grantee requests that the City grant to Grantee a franchise to install , ma intain and operate this busin ess on public property at th e 11;/:e 1r,,tt-/,: c. In conside rat ion of the mutual covenants , pro mi ses and conditio ns set forth herein the parties agree as follows : SECTION 1 Section 1.1 DEFINITIONS Unless otherwise spec ially prov ide d, or unl ess cl ear ly requi red by t he context , the wo rds and phrases defined in th is section shall have the following meanings whe n used in this Ordinance and Franchise Agreement: (1) MAYOR: Shall mean the Mayor of t he City of Fairhope (2) COUNCIL : Shall mean the City Council of Fairhope , the governing body of City of Fa ir hope , Alabama . (3) CITY: Shall mean City of Fairhope , Alabama , which is governed by the Fairhope City Council. (4) FRANCHISE : Shall mean the f ranchise granted under the provis ions of the Ala. Code §1 1-40-1, et seq ., wh ich authorizes mun icipalities to contract and to be contracted with . A "franchise " as used in this agreement is a special privilege no t belonging to t he cit izens by common right but confer red by a municipa li ty upon an individual or corporation . (5) franchise GRANTEE : Shall mean R ,G.ha~d ·r. 15atM,etf-t o whom a has been granted by the City or anyone who succeeds ------------~ in acco rdance with the provisions of the franch ise . City of Fai rho pe -Franchise Agreement Page 1 of 9 Page 59 of 388 (6) GROSS REVENUES : Shall mean all revenues received by the Grantee from or in connection with the operation of the franchise to provide services in the City of Fairhope pursuant to this franchise agreement. (7) PERSON: Shall mean an individual , partnersh ip, association , joint stock company , trust , corporat ion , or governmental entity . (8) SERVICE AREA: Shall mean _ the geographical area within City of Fairhope and spec ifically defined as follows : /1 ,Pe ~J T&v~-J · C:e~-f~ Section 1.2 REQUIREMENTS FOR FRANCHISE A Franchise Agreement is entered into when the person is using public property to conduct a business but is not leasing said public property . (a) No person shall engage in the construction , operation , or ma intenance of a private business on public property in the City unless such person or the person for whom such action is be ing taken shall hold a valid franchise granted by the City. (b) Any franchise granted by the City pursuant to these rules and regu lations shall not be deemed to be an exclusive right of permiss ion . The City expressly reserves the right to grant s imilar nonexclusive franchises to other persons . (c) In the event the City enters into a franchise , permit , license , authorization , or other agreement of any kind with any other person or entity other than the Grantee to enter into the City 's Pub li c Rights -of-way or public property for the purpose of operating a private bus iness on publ ic property in any part of the City , the material prov is ions thereof shall be reasonably comparable to those contained herein , in order that one operator not be granted an unfair competitive advantage over another, and t o prov ide all parties equal protection under the law. (d) No franch ise shall be granted by the City in the Central Bus iness District located in downtown Fa irhope . (e) No f ranch ise shall be granted by the City to any food vendor who does not show proof of ServSafe certification . (f) No franch ise shall be granted by the C ity to any vendo r requ iring a running water supply for personal san itary purposes and/or for cleaning equ ipment used in the preparation of his/her product unless water supply is provided and metered by the City. (g) Food franchises shall meet all Alabama Health Department regulations and show proof thereof. (h) No franch ise shall be granted by the City to any vendor who has electrica l requirements without securing metered power from the C ity or , if applicable , having a generator to supply the power required ; generator shall meet City of Fa irhope noise ordinances . City of Fairhope -Franchise Agreement Page 2 of 9 Page 60 of 388 Section 1.3 TERM OF FRANCHISE, RENEWAL (a) The duration of this franchise agreement granted pursuant to this Ordinance shall be for one year and shall be renewed automatically each year for three years unless notice of termination is given in writing to the other party at least 60 days prior to the expiration of the then current term. This Agreement shall commence 10 days after approved by the City Council. Section 1.4 ENFORCEMENT OF FRANCHISE (a) A Grantee shall not be excused from complying with any of the terms or condit ions of the franchise by any failure of the City upon any one or more occasions to insist upon or to seek compliance with any such terms or conditions. (b) Whenever the City shall set forth any time for any action to be performed by or on behalf of Grantee , said time shall be deemed of the essence and any failure of Grantee to perform with in the time allotted shall be sufficient grounds for the City to revoke the franchise . (c) A Grantee agrees by filing an application for a franchise that they will not assert , at any time , in any claim or proceeding that any condition or term of the franchise is unreasonable , arbitrary or void or that the City had no power or authority to make such term or conditions , but shall be required to accept the validity of the terms and conditions of the franchise in their entirety . Section 1.5 CONFLICT WITH LAWS (a) Whenever any law of the State of Alabama or of the United States , or of any agency of either, shall be in direct conflict with and supersede any provision of these rules and regulations , then for so long as such state or federal law or regulation shall be in force and effect , any affected provisions of this franchise granted hereunder shall be suspended and be of no force and effect and the Grantee shall not be required to comply with such provision ; however, the validity of the remaining portions or provisions shall not be affected thereby . In the event this franchise imposes burdens d ifferent than those imposed by any other law , but within the power of the City to impose said burdens , the more restrictive provision shall apply . (b) If any section , sentence , clause or phrase of these rules and regulations or of any franchise granted hereunder is held unconstitutional or otherwise invalid , such infirmity shall not affect the validity of the remaining portion of these rules and regulations or a of any franchise granted hereunder. SECTION 2 Section 2.1 PROCEDURE FOR GRANTING FRANCHISE (a) Any person desiring a franchise shall apply to the City for such a grant. The application for a franchise shall be in writing , in the form approved by and containing City of Fairh op e -F ran ch ise Agreemen t P age 3 o f 9 Page 61 of 388 such information as required by the City and must be accompanied by a nonrefundable application fee of $150 .00 by cashier's check , certified check or money order payable to City of Fairhope . This is a separate fee from the Franchise fee . (b ) Upon receipt of said franchise application , the City shall prov ide notice of said application and conduct a public hearing to determine if the grant of t he franch ise would be i n the best interest of the citizens of City of Fairhope . (c) The application shall contain a statement under oath that the applicant will comply with all legal , financial and technical provisions of these rules and regulations and any other municipa l, state or federal regulatory agencies . (d) The application shall define the proposed service area of the applicant with specific time standards for the establishment of service to suit the service area . SECTION 3 Section 3 .1 CONSTRUCTION AND INSTALLATION (a) After receipt of an initial franchise , a Grantee shall proceed with due diligence to install and begin operation of the franchise . (b) 1 Failure on the part of the Grantee to commence and diligently pursue µ/,A -or failure to commence operation after 90 days from the commencement of th is agreement shall be grounds for term ination of the franchise . / The City may extend the time for the commencement and complet ion of ~,A-for additional periods in the event the Grantee, acting in good faith , experiences delays by reasons of circumstances beyond her con t rol. (d) The V /4 shall be constructed and operated in accordance with all adopted City , state and national construction and electrical codes . Section 3.2 CONDITIONS FOR USE OF PUBLIC PROPERTY (a) Grantee shall not install or begin operation of the franchise business un til the installation has been approved by the Mayor or his designee . (b) Grantee is designated a specific area iri which Grantee may conduct business under this Franchise Agreement. (c) Business conducted from moving vehicles (i.e ., ice cream trucks) do not require a Franchise Agreement to operate on City streets ; howeve r, any vehicle parked in one spot for longer · than thirty (30) minutes and conducts business while parked , shall be required to enter into a Franchise Agreement. Violations may result in loss of City of Fairhope Business License . City of Fairhop e -Franchise Agreement Page 4 of 9 Page 62 of 388 Section 3.3 OPERATION AND MAINTENANCE /JM-(a) The Grantee shall install and maintain ____________ _ in a prudent and reasonable manner. 11 /A (b) Failures or malfunctions of the __________ sha ll be corrected by the Grantee promptly after notice of such failure or malfunction except or unless such failure or malfunction shall have been caused by storm , fi re , lighten ing , explosion , civil unrest or other similar catastrophe . (c) The City shall , if it deems it necessary, have th~ right and privilege t o inspect the installation , operation and maintenance of the _..;,.,-1_1,_'.A--_______ _ by the Grantee in order to satisfy itself as to the proper performance of the terms of this franchise agreement. SECTION 4 Section 4 .1 FRANCHISE FEE (a) There shall be a franchise fee of twenty (20) percent of Gross Revenues ; and the fee fo r the business license which is an annual license issued by the mun icipality for the priv ilege of do ing any kind of business , trade , profess ion or othe r activity in the municipality , by whatever name called . (b) Grantee shall pay quarterly to the City during the life of the franchise a sum equal to twenty (20 ) percent of its gross revenues . Grantee shall file w ith the C ity on such form as prescribed by the City w ithin sixty (60) days after the end of each quarterly a report , under oath at the risk of perjury , of the gross revenues for the preceding quarterly period , and shall , at t he same time , pay to the City a sum equal to twenty (20) percent of the gross revenues for the said quarterly period . Section 4.2 INDEMNIFICATIONS (a) Grantee shall at his/her sole cost and expense fully indemnify , defend and save harmless the City , its officers , boards , and employees against any and all claims , demands , suits , actions , liability and judgments for damage aris ing out of the H / construction , operation and maintenance of the LoM.e..1/ -:j:Yswv:. w ,t., 6-,.,,0 ..,, u f /I. I lo.J >!!'If franch ise , and against all liabilities for damages by reason of, or arising out of, an y failure by Grantee to safely operate and ma intain th e {,,ol2.fi(,,I/ ::t:PJ "'""~~ er ... our , including reasonab le attorney 's fees , arising out of the exercise or enjoyment of this franchise , irrespective of the amoun t of comprehensive liability policy requ ired hereunder. This indemnity shall not apply to damages occasioned solely and exclusively by acts of the City , its agents or employees . (b) Within th irty (30) days after the granting of the franchise and at all times during t he term of t he f ranchise , Grantee shall obta in , pay all premiums fo r, and file w ith the City executed duplicate copies and rece ipts evidencing the payment of premiums fo r t he following : C ity of Fairho p e - Fra n chise Agreement P age 5 of 9 Page 63 of 388 A general comprehensive public liability insurance policy indemnifying , defending and saving harmless the City , its officers , boards , agents or employees from any and all claims by any person whatsoever on account of injury to or death of a person or persons occasioned by the operations of the Grantee under franchise herein granted or alleged to have been so caused with a minimum of liability of f I l)OO , oo o. 0 for personal injury or death of any two or more persons in any one occurrence. Renewal certificates of such insurance shall be promptly forwarded to the City as such renewals are made , and such insurance shall be kept in force and effect during the term of this grant or franchise . The Grantee and/or the insurance company shall file with the City a written notice of any material alteration or cancellation of any insurance coverage at least thirty (30) days prior to the effective date of such alteration or cancellation . Property damage insurance indemnifying , defending and saving harmless the City , its officers , boards , agents , and employees from and against all claims by any person whatsoever for property damage occasioned by the operation of a Grantee under franchise granted by City caused with a minimum liabil ity of [, o ro, o c c, Ot for property damage to two or more persons in any one occurrence . Said policies of insurance shall name the City as an additional insured . (c) All of the foregoing insurance certificates shall be in form satisfactory to the City and shall be issued and maintained by companies authorized to do business in the State of Alabama and acceptable to the City and they shall requ ire thirty (30) days written notice of any cancellation or reduction in coverage to both the City and Grantee herein , and a copy of said certificates shall be filed with the City . Section 4.3 BOOKS/RECORDS OF GRANTEE (a) All books and records of a Grantee concerning its operations within the City necessary for the enforcement of the provisions of this franchise , shall be made available for inspection and audit upon demand by the City within thirty (30) days after any request for such inspection or audit has been made. Section 4.4 GRANTEE ACKNOWLEDGEMENT (a) Grantee is an independent contractor. No agency or employment relationship is created by this Franchise Agreement. SECTION 5 Section 5.1 SALE OR LEASE OF FRANCHISE (a) No transfer or control of the f / ~ , whether by force or voluntary sale , lease , assignment , foreclosure , attachment, merger, or any other form of disposition , shall occur or be considered valid without first giving prior notice and receiving the approval of the City . The notice shall include full C ity of Fai rh op e - Fran chise A greem ent Page 6 of 9 Page 64 of 388 identifying particulars of the proposed transaction . For the purpose of determining whether it shall consent to such change , transfer , or acquisition of control , the City may inquire into the qualification of the prospective controlling party and the Grantee shall assist the City in any such inquiry . The City shall have one 60 days from the date the notice is received by the City within which to approve or disapprove , by resolution, the proposed transfer of control. The City will not unreasonably withhold its approval. (b) Approval of such transfer shall be expressly conditioned upon full compliance with the material terms of the franchise agreement and this Ordinance. The transferee shall agree in writing to comply with all provisions of this Ordinance and the franchise agreement. Section 5.2 REVOCATON OF FRANCHISE (1) Subject to the provisions of this section, the City reserves the right to revoke , at any time , any franchise granted hereunder and rescind all rights and privileges associated therewith in the event that: (a) Grantee has not substantially complied with a material provision of this Ordinance, the franchise agreement , or of any supplemental written agreement entered into by and between the City and the Grantee ; or (b) Grantee has made a material false statement in the application for the franchise , knowing it to be false , or Grantee commits a fraud in its conduct or relations under the franchise with the City ; or (c) Grantee becomes insolvent , enters into receivership or liquidation , files for bankruptcy or assignment for benefits of creditors, or is unable to pay its debts as they mature , unless the Grantee is in due process of contesting such debts ; or (d) Grantee fails to substantially comply with a material provision of any federal or state statue , or of any material rules or regulations that govern telecommunications ; or (e) Grantee exhibits a pattern of failing to comply with service standards as adopted herein or in the franchise agreement ; or (f) Grantee fails to comply with any federal or state judgment arising directly from the exercise of Grantee 's rights under its franchise ; or (g) Grantee fails to provide or maintain in full force and effect the bond and insurance policies required by this Ordinance and franchise agreement ; or (h) Grantee assigns , sells or transfers its title or interest in its franchise without the consent of the City . C ity of F airh op e - F ranch is e A gree ment Page 7 of 9 Page 65 of 388 (2) In the event that the City shall make a preliminary decision to revoke a franchise granted hereunder, it shall give the Grantee a minimum of thirty days written notice of its intention to terminate and stipulate cause . A public hear ing shall be scheduled for the end of said 30 -day period . If during said period , the cause shall be cured to the satisfaction of the C ity , the City shall declare the notice to be null and void . If the cause is not cured to the satisfaction of the City , before a franchise may be terminated , the Grantee must be provided with an opportunity to be heard before the City in a public hearing in accordance with due process procedures . Afte r the public hearing , if the City , by majority vote , determ i nes that the franchise should be terminated , it shall issue a written decision containing its findings of fact and stating the specific grounds for termination . The decision to terminate a franchise shall be subject to judicial review as provided by law. (3) A Grantee shall not be declared in default or be subject to any sanction under any provision of this Ord inance and franch ise agreement in any case where the City determines that the act ion justifying such sanction is without the Grantee's knowledge or authorization or outside its control. Section 5.3 RIGHTS UPON REVOCATION OR NON-RENEWAL In the event the City determines that a franchise should not be renewed at its expiration or that a franch ise should be revoked for cause as permitted hereunder, the Grantee shall be allowed three months from the date of such determination , or such longe r pef~d as the City may permit , to negotiate the sale of its ____ li/J-#'-r,rt _________ within the City to another provider at a price acceptableto the Grantee , provided that such sale shall be approved by the City pursuant to Section 5 herein . In the event a sale to a provider acceptable to the City is not then negotiated within the time allowed , then an independent expert shall be appo inted /to determine the fair market value of the Grantee's N _A--. The appointment of said expert shall be by mutual agreement between the City and the Grantee ; provided , however , that if the City and the Grantee are unable to reach an agreement within 30 days of the written decis ion of termination , then the matter of appointing an expert shall be submitted , within ten (10) days immediately following expiration of the former 30 days , to the American Arbitration Assoc iation [unless the City and the Grantee mutually agree upon some other arbitrator(s)], and the expert designated by the American Arb itration Assoc iation or such other arbitrators shall be appointed . The cost of employing the arbitrator or arbitrators and the cost of arbitration , if required , shall be borne equally by the Grantee and the City. Upon l determinatiori of the fair market value of the Grantee's rJ _II by the appointed independent expert , the Grantee shall be required to sell its ____________ to any entity wh ich offers said fa ir J1:1arket va lue and wh ich has obta ined the approval of the C ity t o pu rchase said N/A-. City of Fairhope-Franchise Agreement Page 8 of 9 Page 66 of 388 Section 5.4 REMOVAL AND ABANDONMENT OF PROPERTY (a) If the use of any part of Grantee 's ,J /A is discontinued for any reason for a continuous period of twelve (12) months , or if such ___________ does not comply with the requirements of these rules and regulations , or if Grantee 's franch~? is terminated or revoked the City may in its discretion require that said ff.Lit b9 sold to a franchise designated by the City at a purchase price equal to the ____ N~/_1'A-______ _ fair market value as determined in subsection (b) hereof. (b) Any dispute between the City and the Grantee over determination of the system 's fa ir market value shall be determined in accordance with Section 5 .3 above. Section 5.5 MISCELLEOUS PROVISIONS (a) This agreement constitutes the entire agreement of the parties and supersedes any and all agreements , understandings , statements or representations either oral or in writing . This agreement can be amended only by a written document signed by the parties. (b) This agreement shall be enforced and interpreted pursuant to the laws of the State of Alabama . IN WITNESS WHEREOF , the Parties have hereunto set the ir respective signatures and seals on the __ day of _____ , 20_. Attest: ____________ _ Lisa A. Hanks , MMC City Clerk City of Fai rh ope-Franchise Agreement Page 9 of 9 THE CITY OF FAIRHOPE , ALABAMA By : ---------------Sherry Sullivan , Mayor By : 2 7 ~ /(,;,~ T 7fc;~u.1e11" , Grantee Page 67 of 388 CITY OF FAIRHOPE -FRANCHISE AGREEMENT Quarterly Report of Revenue and Fees NAME OF GRANTEE LOCATION OF BUSINESS NATURE OF BUSINESS 1 REPORT FOR QUARTER ENDING 2 GROSS REVENUE RECEIVED FROM BUSINESS BUSINESS DURING QUARTER 3 AMOUNT DUE CITY OF FAIRHOPE (20% OF GROSS REVENUE -#2 ABOVE) MAKE CHECK PAYABLE TO CITY OF FAIRHOPE I certify that this is true and correct information for the operation of my business under a Franchise Agreement with the City of Fairhope, and I also certify that my public liability insurance coverage and my City of Fairhope Bus ine ss License are current and in effect . Grantee / _ / Q/1',;{f ar Date Excerpt from Franchise Agreem en t : Section 4 .1 FRANCHISE FEE (a) There shall be a franchise fee of twenty (20) percent of Gros s Revenues ; and the fee for the bu sin ess license whi ch is an annual license iss ued by the municipality for the priviege of doing any kind of bu siness, trade , profession or other activity in the mun icipali ty, by whateve r name called . (b) Grantee shall pay quarterly to the City during the life of the franchise a sum equal to twenty (20) percent of its gross revenues . Grantee shall file w ith the City on such form as pre scribed by the City within sixty (60) days after the end of each quarte r a report, under oath at the risk of perjury, of the gross reve nues for the preceding quarterly period , and shall, at the same time, pay to the City a sum equal to twenty (20) percent of the gross reve nues for the said quarterly per iod . 40410 cc Page 68 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1283 FROM: Hunter Simmons, PLANNING DIRECTOR SUBJECT: Site Plan Review and Approval - Request of the Applicant, Civil Consultants, Inc., on behalf of the Owner, Corte, Cave/Mitchell 1, LLC, for Site Plan Approval of Express Oil Change, Planters Pointe – Lot 8. The property is approximately 0.99 acres and is located on the northwest corner of State Highway 181 and State Highway 104. PPIN #: 626313. (Planning Commission unanimously recommends approval of SR 24.06). AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: Council approval BACKGROUND INFORMATION: Staff and Planning Commission recommend approval. ALDOT has approved drainage plans in the Hwy 181 right-of-way.. There are two minor alterations needed that will be shown as conditions of approval. Landscape plans will have to be revised before issuance of a building to revised tree planting plans and a minor sidewalk addition. 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 69 of 388 Individual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 70 of 388 Planning Commission (6 Ayes) voted to recommend approval of SR 24.06 City Council March 10, 2025 Page 71 of 388 APPLICATION FOR SITE PLAN APPROVAL Application Type: Site Plan Attachments: Articles of Incorporation or List all associated investors Date of Application: ______________________ Property Owner / Leaseholder Information Name of Property Owner: _______________________Phone Number: ___________ Address of Property Owner: ________________________________________________ City: ____________________________ State: _____________ Zip: ____________ Proposed Site Plan Name: ________________________________________________ Site Acreage: _______________________ Sq. Footage: ___________________ Parcel No: _______________________________ Current Zoning: ___________________ Authorized Agent Information Name of Authorized Agent: ______________________Phone Number: ____________ Address: _________________________________________________ City: ____________________________ State: _____________ Zip: ____________ Contact Person: ______________________ Engineer/Architect Information Name of Firm: __________________________________Phone Number: ____________ Address: _________________________________________________ City: ____________________________ State: _____________ Zip: ____________ Contact Person: ______________________ I certify that I am the property owner/leaseholder of the above described property and hereby submit this site plan to the City for review. *If property is owned by Fairhope Single Tax Corp. an authorized Single Tax representative shall sign this application. ___________________________________________ ___________________________________________ Property Owner/Leaseholder Printed Name Signature ___________________________________________ ___________________________________________ Date Fairhope Single Tax Corp. (If Applicable) Corte, Cave/Mitchell 1, LLC P.O. Box 81322 Mobile Alabama 36689 N/A 43,6760.99 05-46-02-03-0-000-004.244 B-2 General Business Justin Duck 205-397-1142 1880 Southpark Drive Birmingham Alabama 35244 Civil Consultants, Inc.205-655-1991 3528 Vann Road, Suite 105 Birmingham Alabama 35235 Nicholas Ostrye, P.E. SITE LAYOUT PLAN Justin Duck Justin Duck 10/17/2024 10/17/2024 Page 72 of 388 1 SR 24.06 Express Oil Change (Lot 8) of Planter’s Pointe Site Plan – December 2, 2024 Summary of Request: Request of Applicant, Civil Consultants, Inc., on behalf of owner, Corte, Cave/Mitchell 1, LLC, for Site Plan Approval of Express Oil Change on Lot 8 of the Planter’s Pointe Shopping Center on the northwest corner of Alabama Highways 104 and 181 intersection. The engineer of record is Nicholas Ostrye. The subject property is approximately one (1) acre (0.99) and is zoned B-2. The proposed building is 5,747sf. Figure 1: Snippet of Planter’s Pointe Final Plat. Lot 8 Page 73 of 388 2 SR 24.06 Express Oil Change (Lot 8) of Planter’s Pointe Site Plan – December 2, 2024 Site Plan Setbacks: B-2 requires at least a 20’ front setback. The entrance is from Rockwell Blvd where there is a 20’ front setback. There is also a 50’ highway setback (from AL Hwy 181) that was previously established in March 2020 and on Slide 2725-E. Building: Building height for the one-story structure is estimated at 24ft. The proposed 5,747sf building takes up 13% of Lot 8. Proposed use is a national automotive chain. Complete build-out information and details are provided as attachments as well as the elevations. False front (East) elevations are shown in Figure 2. Materials for the building are painted concrete aluminum doors/windows. Figure 2: East “False Front” Elevations. Sheet A200 of Building and Construction Plans. Page 74 of 388 3 SR 24.06 Express Oil Change (Lot 8) of Planter’s Pointe Site Plan – December 2, 2024 Figure 3: 3D view of Rear Entry (West) view. Sheet R100 of Building and Construction Plans. Dumpster has been relocated. Landscaping Plan: The submitted landscape plan does not satisfy the Tree and Landscape Ordinance requirements. • The retention area is not screened on the Hwy 181 side. There are two options to resolve. The Applicant can either: (a) screen the pond from Hwy 181 pursuant to Section 20-5.4, or (b) create a bio- retention pond by adding required plants from Section 20.5-17. Staff suggested bio-retention, which would allow us to waive the screening requirements. A sod covered pond is currently proposed, which does not provide the necessary plants to qualify as bio-retention. • There are some inconsistences with notes on Sheet LA5.00 and the actual plants on the sheet. For example, there are five (5) overstory trees required at the Rockwell Blvd property line. The notes read there are what looks like eight (8) provided when there are only six (6). The square footage of the entire site is different from what is on the Site Data Table provided on the Site Layout sheet. • It is unclear how high the evergreen hedges will be at planting that are screening the dry detention pond pursuant to Section 20-5.4(11) of Ordinance No. 1444. The evergreen hedge must be at least 36 inches in height at time of planting. • Notes should be added to confirm screen plantings/buffers should be 48” minimum “at time of planting”. • As part of the Planter’s Pointe Subdivision, trees were required adjacent to Hwy 181 and the required pedestrian easement for a multi-modal trail. We received an as-built plan that illustrated the trees were outside the pedestrian easement. Surveys provided with this application illustrate the trees installed in the wrong location. This affects more than the Subject Property reviewed in this case and will require resolution before Staff can recommend final approval. • In addition, the landscape area located adjacent to Rockwell Blvd is required to screen the parking area and provide overstory trees. There are many utilities within the same area, including but not limited to, a sewer main, a water main, electrical, water and irrigation meters, and “future electrical pedestal area”. The landscape plans conflict with the utility plans. The electrical availability letter also states a 10’ easement is required on the side property lines and a 15’ easement is required along all front and rear property lines. Only a 7.5’ utility easement is shown on the plans submitted. Staff is concerned about the long-term functionality of the screening and suggest the landscape area may need to be increased. Page 75 of 388 4 SR 24.06 Express Oil Change (Lot 8) of Planter’s Pointe Site Plan – December 2, 2024 Parking: Table 4-3 Parking Schedule calls for at least 11 parking spaces. Twenty percent (20% ) overage is allowed, which makes 13 spaces with the two (2) spaces beyond the required amount being permeable (“Truegrid”). See below. Parking meets the requirements of the Zoning Ordinance, as well as the perimeter landscape screening requirements of the Tree Ordinance. Locations, intensity, and heights of exterior lights: A photometric plan was submitted and is included as an attachment. Cutsheet E700 does not have the height of the lights because the lights are wall packs without poles. Mechanical equipment: Mechanical equipment has been finalized and all appear on the Site Plan. Page 76 of 388 5 SR 24.06 Express Oil Change (Lot 8) of Planter’s Pointe Site Plan – December 2, 2024 Dumpster location and screening: Garbage is collected in two (2) commercial dumpsters located west of the Loading/Unloading Area. The dumpsters are partially enclosed by plantings and a screen wall. Figure 4: Sheet LA5.00. Figure 5: Sheet C5.1. The Site Layout Plan also contains a proposed garbage truck route for pick-up. See below. Storm water: Drainage is unique within the Planter’s Pointe development. Publix, the anchor store, provided underground drainage for itself and the string of stores connected to the Publix. Notes on the Final Plat for Planter’s Pointe Subdivision state that the lots, other than the Publix lot, must have self-sufficient drainage that does not tie into the Publix’s underground drainage system. See Note 4 on Slide 2954-B below. The drainage narrative for Planter’s Pointe Final Plat has Lots 4-9 discharging into west side of AL Hwy 181 ROW. Applicant has provided plans to ALDOT for comment. Said plans are also included in the packet. Confirmation of consent and approval from ALDOT is necessary prior to any land disturbance. Page 77 of 388 6 SR 24.06 Express Oil Change (Lot 8) of Planter’s Pointe Site Plan – December 2, 2024 Applicant provided a Post Construction Stormwater Management Plan and Storm Drainage Analysis that has been reviewed by the City Engineer and the Engineer of Record for Planter’s Point Subdivision. Lot 8 drains northwest to southeast into the roadside ditch (“ROW”) off AL Hwy 181. It has been determined that an above ground dry detention pond is the best method for reducing the peak run-off from the site. Runoff is collected and sent via inlets and pipes. The pond is designed to contain the necessary storm events per city regulations and maintains one (1) foot of freeboard. During the review process staff suggested to Applicant making more surface on the site permeable. That suggestion was declined by the corporate client as it is meeting the minimum requirements. Pedestrian Circulation Plan Sidewalks: This Site Plan includes a 12’ wide concrete multi-use path along AL Hwy 181. Pedestrian routing (“sidewalks”) is located on-site, and an additional sidewalk is off-site along Rockwell Blvd. The internal parking area should have an ADA pedestrian connection to the multi-purpose path. Location and size of all signage: A sign plan was not submitted and is the responsibility of an outside vendor. The Sign Ordinance has been sent to Applicant and all signage shall conform to current regulations. Page 78 of 388 7 SR 24.06 Express Oil Change (Lot 8) of Planter’s Pointe Site Plan – December 2, 2024 Erosion control: An Erosion Control plan was submitted with the application and is acceptable. Utilities: A utility plan was submitted and has been reviewed and approved by the appropriate providers. Availability letters are in the packet. ADA Requirements: ADA requirements have been met. Traffic: A traffic study was generated in SD 21.48 and is included in the packet. At that time there were not any determined land uses for each outparcel. The trip generation analysis produced 395 entering trips and 302 exiting trips during a weekday AM peak hour; 573 entering trips and 559 exiting trips during the PM peak hour. The EOR for Express Oil Change provided a memorandum and data pursuant to Note 7 on the Final Plat. See below. The memorandum and data are included in the packet. According to the Applicant, historical data from Express Oil Change (“EOC”) states that an EOC averages 47 customers per day with seven (7) customers coming/going during a peak hour. The Institute of Transportation Engineers (“ITE”) estimates 120 total trips per day (60 incoming, 60 outgoing) with 16 PM Peak Hour trips (9 incoming, 7 outgoing) for a Quick Lube Vehicle Shop. The numbers provided by the Applicant do not surpass the estimated allotted number of trips from the TIS. Article II, Section C.2.d. (Site Plan Review Criteria) Criteria – The application shall be reviewed based on the following criteria: (1) Compliance with the Comprehensive Plan; The previous Comprehensive Plan put a Commercial Node at the AL Hwys 181 and 104 intersection. The Planter’s Pointe Shopping Center is located in a newly recognized Suburban Mixed-Use Center in the current Comprehensive Plan. (2) Compliance with any other approved planning documents; Meets (SubRegs, Tree & Landscape Ordinance, Zoning Ordinance) (3) Compliance with the standards, goals, and intent of this ordinance and applicable zoning districts; Meets (4) Compliance with other laws and regulations of the City; Meets (5) Compliance with other applicable laws and regulations of other jurisdictions; Meets (6) Impacts on adjacent property including noise, traffic, visible intrusions, potential physical impacts, and property values; Meets. All four (4) corners of the intersection are commercial and occupied. Lot 8 is between other lots in the commercial development that will have like impacts on each other. (7) Impacts on the surrounding neighborhood including noise, traffic, visible intrusions, potential physical impacts, and property values; Property is zoned B-2. TIS trip generation well within the estimates for Planter’s Pointe. (8) Overall benefit to the community; Meets. There are a lot of residential units being built in the immediate surrounding area, especially to the north. A commercial retail center with a variety of retail/restaurant/commercial units will be a benefit to the residential subdivisions. (9) Compliance with sound planning principles; Meets. The general location has been designated a commercial node in the past and current comprehensive plans. Connectivity within the shopping center has been established and this site meets its connectivity goals. Page 79 of 388 8 SR 24.06 Express Oil Change (Lot 8) of Planter’s Pointe Site Plan – December 2, 2024 (10) Compliance with the terms and conditions of any zoning approval; Meets (11) Any other matter relating to the health, safety, and welfare of the community; Nothing noted for P&Z purposes. There are other state and federal environmental regulations the site has to comply with. (12) Property boundaries with dimensions and setback lines; Meets and exceeds based on setbacks established in Planter’s Pointe Final Plat. (13) Location of proposed buildings and structures indicating sizes in square feet; Meets (14) Data to show percentage of lot covered with existing and proposed buildings; Meets, but needs to be included in the Site Date Table. (15) Elevations indicating exterior materials; Front, side, and rear elevations were provided with the building materials. (16) The locations, intensity, and height of exterior lights; Meets (17) The locations of mechanical equipment; All relevant requirements are met. (18) Outside storage and/or display; Meets (19) Drive-up window locations (must be away from residential uses/districts and not in front of building); n/a (20) Curb-cut detail and location(s); Provided. (21) Parking, loading, and maneuvering areas; Meets. (22) Landscaping plan in accordance with the City Landscape Ordinance; Needs Revision (23) Location, materials, and elevation of any and all fences and/or walls; n/a (24) Dumpster location and screening; and Meets (25) Location and size of all signage. A signage plan was not submitted. Signage done by outside vendor. Sign Ordinance sent to Applicant. Recommendation: Staff recommends approval to the City Council of case SR 24.06 Express Oil Change on Lot 8 in the Planter’s Pointe Shopping Center at the NW corner of the intersection of Alabama Highways 181 and 104. However, the following must be accomplished before City Council review of the Site Plan: 1) Update Site Data Table to reflect percentage of lot covered by building (~13%). 2) Signage must conform to the Sign Ordinance. 3) An ADA accessible pedestrian connection shall be provided from the internal parking area to the multi- purpose path along Hwy 181. 4) A revised landscape plan, that addresses the above concerns shall be approved by Staff prior to submission of the Site Plan to City Council for final approval. Page 80 of 388 Page 81 of 388 Page 82 of 388 Page 83 of 388 Page 84 of 388 Page 85 of 388 Page 86 of 388 W W CR1 CR1 CR1 CR1 CR1 15' DRAINAGE & UTILITY EASEMENTTBM: CR (118.68')HIGHWAY CONSTRUCTION SETBACKP UGPUGPUGPUGPUGPUGPUGP20' MBSL7.5' DRAINAGE & UTILITY EASEMENT10' MBSL 7.5' DRAINAGE & UTILITY EASEMENT 50' MBSL7.5' DRAINAGE & UTILITY EASEMENT 15' SIDEWALK EASEMENTBOX (TYP.) UNDERGROUND UTILITY UGPUGPUGPUGPUGPUGPUGPUGPUGPSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSWWWWWWWWWWWWWWWWWWWWWWWWWWWSSSSSSSSSSSSSSSSSSSSSSSSSSSSSSS8" GRAVITY6" FORCE MAIN12" MAIN10" MAIN20.92' EASEMENT NST. #1857086 13.50' 15.00' 15.00' 1 ER HWY Y 104 SION 25-E LOT 8 43,676.22 SQFT 1.00 ACRES 05-46-02-03-0-000-004.244 CORTE, CAVE/MITCHELL 1 LLC PO BOX 81322 MOBILE, AL 36689 -000-004.001 LC WY 181 L 36532 05-46-02-03-0-000-004.245 CORTE, CAVE/MITCHELL 1 LLC PO BOX 81322 MOBILE, AL 36689 SANITARY SEWER MANHOLE 8" GRAVITY TOP = 117.42 INV = NO ACCESS SANITARY SEWER MANHOLE TOP = 117.57 INV = NO ACCESS AIN MANHOLE TOP = 117.65 UTH: 18" RCP INV = 113.28 AST: 18" RCP INV = 113.29 DRAIN MANHOLE TOP = 117.74 18" RCP INV = 113.46 END NOT LOCATED R.O.W. GRANTED TO STA INST. #1439 UNIDENTIFIED EXPOSED UNDERGROUND CABLES EXPOSED CABLES SANITARY SEWER VALVE (TYP.115115115 1101101181171171171181181 1 8 1191191181171 116116 116114 114 114114113112111111112113113113112111PROPOSED BUILDING ±5,747 SF FFE = 118.00 UGPUGPUGPUGPW CO UGP UGP UGP SSSSSS G Z GGGG STSTSTST ST STSTST ST W I W SS SS SS SS SS SSCO CO COMMCOMMCOMMCOMMCOMMCOMMCOMMCOMM UGPUGUGPPGPPGPPGPPPGPPPPPPPPPPPPPGPUUUUUUUCOMCOMCOMMCMMOMMMMMOMOMOOOMMMMMMMMMMMMMMCCUGPUGPUGPGPGPUGPGGGPPPPPPPPGPGPPGPGPGPGPPPPGGPPPPGGGGGGG 15.5.5.5.05555020' M20' M20' M0' MMBSBSBSLBS1171717171171717SSSSSSS ALK EK EAK EASEMSEMEMENEME15' 5' 5' SISSSSSS5'555'55UGPSSSSSSSSSSSSSSSUGPS6" F6" FO6" F6" FR"SSS5.005.0.0.015' DDDRRRHIGHWHIGHHIGHUGP11SSSSMAINAINNNANANSSSS350350350350'50'AAASEMENSSTETBTBTBACKACKACKUGPMENTMENTSSSSSSESES AAAGGE & GUTILITYTYTYCOOONSTRUNSTRUNSTRUCTIOCTICTICUGP& U& UTYPICAL SHRUB PLANTING X 2X NOTES: x PLANT SHRUBS 1-1/2" TO 2" HIGH x KEEP MULCH CLEAR OF STEM ADDITIONAL 4" OF TOPSOIL FOR ALL PLANTING BEDS EXISTING GRADE MULCH LAYER, SEE NOTES ADDITIONAL 1" OF TOPSOIL FOR TREES TOPSOIL BACKFILL COMPACTED SUBGRADE SYMBOL CODE BOTANICAL / COMMON NAME SIZE TREES AS Acer barbatum / Southern Sugar Maple 2" Cal. BR Betula nigra / River Birch 2" Cal. EX Existing Tree / To Be Relocated --- LT Liriodendron tulipifera / Tulip Poplar 2" Cal. NS Nyssa sylvatica / Tupelo 2" Cal. SHRUBS CA Callicarpa americana / American Beautyberry 3 gal. MC Morella cerifera / Wax Myrtle 7 gal. MC2 Muhlenbergia capillaris / Pink Muhly Grass 1 gal. SYMBOL CODE BOTANICAL / COMMON NAME SIZE GROUND COVERS ML Mulch / Pinestraw --- TS Turf Sod / Bermuda Graass sod PLANT SCHEDULE NOTES: 1. SIGNAGE TO BE PROVIDED AT EACH TREE PROTECTION LOCATION TO READ "TREE PROTECTION AREA - DO NOT ENTER / ZONA DE PROTECCIÓN PARA ARBOLES - NO ENTRE" 2. IF SPECIFIED TREE PROTECTION AREA IS IN CONFLICT WITH THE AREA OF CONSTRUCTION LA MUST BE NOTIFIED EXISTING TREE PROTECTION - FENCING 6' HEAVY DUTY METAL STAKE DRIVEN 2' INTO THE SUBGRADE EXISTING GRADE 4' HT. ORANGE SAFETY FENCE SECURED TIGHTLY TO STAKES STAKING LAYOUT GUIDELINE DRIPLINE METAL STAKES, MAX 6' O.C. 4' HT. BARRIER FENCE 4'-0" TYPICAL SHRUB SPACING SHRUB LAYOUT GUIDELINES: A. SHRUBS AND GROUNDCOVERS ADJACENT TO STRAIGHT EDGES SHALL BE TRIANGULARLY SPACED IN ROWS PARALLEL TO THE STRAIGHT EDGE B. SHRUBS AND GROUNDCOVERS ADJACENT TO CURVED EDGES SHALL BE PLANTED IN ROWS PARALLEL TO THE CURVED EDGE. CURVED EDGES TO BE VERY SMOOTH RADII. A B BEDLINE CURB 120° STAKING LAYOUT GUIDELINE NOTES: x TRUNK SHALL BE MAINTAINED IN VERTICAL POSITION x PLANT TREES 3" TO 4" HIGH TYPICAL TREE PLANTING - SECTION ADDITIONAL 4" OF TOPSOIL FOR ALL PLANTING BEDS EXISTING GRADE 4"-6" MULCH SAUCER TO BE FORMED ALL AROUND PLANTING HOLE. SAUCER DIAMETER SHALL BE TWICE THE DIAMETER OF ROOTBALL ADDITIONAL 2" OF TOPSOIL FOR TREES TOPSOIL BACKFILL (3) 2" x 2" x 18" STAKES, SEE LAYOUT GUIDELINE WHITE PVC PIPE GUY WIRES SHALL BE KEPT TAUT PROTECTIVE RUBBER HOSE TURNBUCKLE COMPACTED SUBGRADE TYP. X 2X CUT AND REMOVE BURLAP AND WIRE/BALLING MATERIAL FROM VISIBLE ROOT BALL QTY REMARKS 6 10' Ht., Strong Central Leader, Full and Healthy 4 10' Ht., Strong Central Leader, Full and Healthy 10 Refer to landscape notes for additional planting guidance. 3 10' Ht., Strong Central Leader, Full and Healthy 2 10' Ht., Strong Central Leader, Full and Healthy 35 24" Ht., Full and Healthy 93 48" Ht., Full and Healthy 143 18" Ht., Full and Healthy QTY REMARKS 2,995 sf Pinestraw mulch, free of contaminates and debris 13,482 sf Full pieces, weed free LANDSCAPE PLANEXPRESS OIL CHANGE1880 SOUTHPARK DR.BIRMINGHAM, AL 35244PLOTSTUDIO1578293 Thursday, November 14, 2024 C:\USERS\PLOTSTUDIO1578293\PLOT STUDIO DROPBOX\PLOT\PROJECTS\24037 - CCI - FAIRHOPE EO\WORKING\AUTOCAD\X-LANDSCAPE.DWG205.478.5388 LA5.00EXPRESS OIL CHANGE & TIRE ENGINEERSLANDSCAPE CODE PLAN REVISION NO DATE DESCRIPTION ISSUE FOR PERMIT DATE: DRAWN BY: REVIEWED BY: JOB NUMBER: 11/14/2024 GH MP 24037 SHEET TITLE: 204 MAIN ST, STE 125 TRUSSVILLE, AL 35173 02040 SCALE: 1" = 20' NROCKWELL BOULEVARDPROPERTY LINE PROPOSED BUILDING DUMPSTER TRANSFORMER STATE HWY 181EXISTING 5' SIDEWALK 15' SIDEWALK EASEMENT DETENTION POND7.5' DRAINAGE AND UTILITY EASEMENT 209'185'236'142'15' DRAINAGE AND UTILITY EASEMENT HIGHWAY CONSTRUCTION SETBACK 7.5' DRAINAGE AND UTILITY EASEMENT PUBLIC R.O.W. R.O.W TREE TO BE REMOVED R.O.W TREE TO BE PRESERVED SEE TREE PROTECTION FENCING DETAIL 20.5-4 (3)20% OF SITE, EXCLUDING ROW, TO BE LANDSCAPED. TOTAL SITE AREA ( 43,676 ) * .20 = 8,736 SF REQUIRED 14,000 SF PROVIDED 60% OF LANDSCAPE TO BE BETWEEN BUILDING AND ROW REQ. LANDSCAPED AREA ( 8,736 ) * .60 = 5,241 SF REQUIRED 5,876 SF PROVIDED 20.5-4 (4)ALL INTERIOR DEVELOPMENT SEPARATED FROM PUBLIC ROW BY LANDSCAPE STRIP 10' IN WIDTH ADJACENT AND PARALLEL TO ROW LINE. 48" HT. EVERGREEN HEDGE PROVIDED BETWEEN VEHICULAR USE AREA AND PUBLIC ROW. 20.5-4 (5)1 OVERSTORY TREE PER 30' OF ROAD FRONTAGE PROVIDED. TREES LOCATED OVER 25' FROM HWY 181 DUE TO SIDEWALK EASEMENT, DRAINAGE AND UTILITY EASEMENT, AND HIGHWAY CONSTRUCTION EASEMENT. STATE HIGHWAY 181 PROPERTY LINE (185 LF) / 30 LF = 7 OVERSTORY TREES REQUIRED 7 OVERSTORY TREES PROVIDED ROCKWELL BOULEVARD PROPERTY LINE (155 LF) / 30 LF = 6 OVERSTORY TREES REQUIRED 6 OVERSTORY TREES PROVIDED 1 OVERSTORY OR UNDERSTORY TREE PROVIDED PER 12 PARKING SPACES OR PORTION THEREOF. 13 PARKING SPACES / 12 = 2 TREES REQUIRED 2 TREES PROVIDED 20.5-4 (8)PLANT MATERIAL AND MULCH PROVIDED FOR COVERAGE OF ALL NON-PAVED AND NON-BUILT AREAS. OVER 50% OF AREA COVERED WITH LIVE PLANT MATERIAL. * NO HERITAGE TREES ON SITE, ALL EXISTING TREES TO BE REMOVED, RELOCATED, OR PRESERVED ARE LESS THAN 20 CALIPER INCHES 20.5-4 (3) ALL INTERIOR DEVELOPMENT SEPARATED FROM PUBLIC ROW BY LANDSCAPE STRIP 10' IN WIDTH ADJACENT AND PARALLEL TO ROW LINE. 48" HT. EVERGREEN HEDGE PROVIDED BETWEEN VEHICULAR USE AREA AND PUBLIC ROW. 10.00'13'PROPERTY LINE10' 20' SETBACK DETENTION POND SCREENED FROM ABUTTING PROPERTIES BY EVERGREEN HEDGE LANDSCAPE NOTES: 1. CONTRACTOR IS REQUIRED TO FOLLOW THESE LANDSCAPE NOTES, DETAILS AND SPECIFICATIONS. 2. ALL PLANT MATERIAL SHALL MEET ANSI Z60.1 AMERICAN STANDARD FOR NURSERY STOCK. 3. ALL PLANT BEDS SHALL BE DRESSED WITH 3" LAYER OF MULCH UNLESS OTHERWISE SPECIFIED ON THE PLANS. 4. CONTRACTOR SHALL VERIFY AND MARK ALL EXISTING UTILITIES PRIOR TO INSTALLATION. 5. ALL PLANTS SHALL MEET SIZE, CONTAINER, AND SPACING SPECIFICATIONS. ANY MATERIAL NOT MEETING SPECIFICATIONS SHALL BE REMOVED AND REPLACED AT THE CONTRACTOR'S EXPENSE. 6. CONTRACTOR SHALL BE RESPONSIBLE TO RECEIVE THE LANDSCAPE ARCHITECT'S APPROVAL OF ALL PLANT BED LAYOUTS AND TREE LOCATIONS PRIOR TO INSTALLATION. IF PLANT MATERIAL IS INSTALLED PRIOR TO LANDSCAPE ARCHITECT'S APPROVAL, CONTRACTOR WILL BE SUBJECT TO RELOCATING THE MATERIAL AT THE LANDSCAPE ARCHITECT'S REQUEST AND THE CONTRACTOR'S OWN EXPENSE. 7. INSTALL ALL PLANT MATERIAL IN ACCORDANCE WITH ALL LOCAL CODES AND ORDINANCES. 8. ALL SHRUBS SHALL BE PLANTED 1-1/2" AND TREES 2-1/2" ABOVE GRADE. CONTRACTOR SHALL BE RESPONSIBLE FOR PROPER PLANT HEALTH IN ON-SITE SOILS. 9. CONTRACTOR SHALL INSTALL AND / OR AMEND TOPSOIL IN ALL PROPOSED BED AREAS TO MEET ASTM D5268 STANDARDS. PERFORM SOIL TESTING PRIOR TO CONSTRUCTION AS NEEDED TO MEET STANDARDS. 10. CONTRACTOR SHALL BE RESPONSIBLE FOR FINE GRADING. GRADING SHALL BE SUBJECT TO THE APPROVAL OF THE LANDSCAPE ARCHITECT. 11. SOIL SHALL BE FREE FROM CONSTRUCTION DEBRIS. 14. LANDSCAPE CONTRACTOR SHALL BE RESPONSIBLE FOR THEIR OWN TAKE OFFS AND QUANTITIES. THE QUANTITIES ON THE PLANT LIST SERVE ONLY AS A GUIDE TO THE OWNER AND L.A. THIS INCLUDES SOD AND MULCH QUANTITIES OF WHICH THE CONTRACTOR SHALL BE HELD TO BID QUANTITIES. IN THE EVENT OF A CONFLICT BETWEEN QUANTITIES REPRESENTED ON THE PLAN VS. QUANTITIES SHOWN ON THE PLANT LIST, THE PLAN SHALL CONTROL. 15. CONTRACTOR SHALL MAINTAIN TREES IN A STRAIGHT AND PLUMB POSITION FOR ONE YEAR. CONTRACTOR SHALL STAKE ALL TREES IF REQUIRED BY THE JURISDICTION. 16. PRIOR TO REMOVAL OF ANY TREES, THE TREES TO BE RETAINED SHALL HAVE PROTECTIVE TREE BARRIERS, SEE EXISTING TREE PROTECTION - FENCING DETAIL. 17. SUCCESSFUL BIDDER SHALL LOCK UP ALL MATERIALS IMMEDIATELY AFTER CONTRACT ASSIGNMENT. PLANTS SHALL BE HELD DURING THE PERIOD FROM CONTRACT TO INSTALLATION TO ALLOW ADDITIONAL GROWTH. ALL PLANTS WILL BE REQUIRED TO BE FULL AND HEALTHY. CONTRACTOR SHALL ARRANGE FOR PLANT APPROVAL PRIOR TO DELIVERY, EITHER BY SAMPLES. PHOTOS, OR NURSERY VISITS. 18. CONTRACTOR SHALL BE RESPONSIBLE FOR WARRANTY OF HEALTH OF PLANTS IN ON-SITE SOILS. IF, DURING DIGGING, CONTRACTOR DISCOVERS WATER-LOGGED, CLAYEY, COMPACTED OR SIMILARLY POORLY DRAINED SOILS, IT SHOULD BE BROUGHT TO THE ATTENTION OF OWNER/LANDSCAPE ARCHITECT FOR REMEDIAL ACTION. 19. CONTRACTOR SHALL ANTICIPATE THE FIRST FIVE FEET AROUND BUILDING PERIMETER WILL BE COMPACTED AND FOUNDATION BEDS SHOULD BE TILLED AND IMPROVED TO SUSTAIN VIGOROUS, HEALTHY PLANT GROWTH. 20. TREES TO BE RELOCATED SHALL BE PROTECTED (SEE EXISTING TREE PROTECTION - FENCING) PRIOR TO RELOCATION. FERTILIZER TO BE APPLIED UPON RELOCATION AND SUPPLEMENTAL IRRIGATION PROVIDED. IF SUBSTANTIAL PERCENTAGE OF EXISTING ROOT SYSTEM IS REMOVED EQUAL PRUNING OF EXISTING CANOPY SHALL BE PERFORMED. IF TREES TO BE RELOCATED ARE FOUND TO BE DEAD PRIOR TO RELOCATION LANDSCAPE ARCHITECT MUST BE NOTIFIED TO IDENTIFY A REPLACEMENT. 20.5-4 (7)4 OVERSTORY TREE SPECIES PROVIDED ON SITE EXISTING TREE TO BE RELOCATED 20.5-4 (3) ALL INTERIOR DEVELOPMENT SEPARATED FROM PUBLIC ROW BY LANDSCAPE STRIP 10' IN WIDTH ADJACENT AND PARALLEL TO ROW LINE. 48" HT. EVERGREEN HEDGE PROVIDED BETWEEN VEHICULAR USE AREA AND PUBLIC ROW.Page 87 of 388 Page 88 of 388 Page 89 of 388 Page 90 of 388 Page 91 of 388 Page 92 of 388 Page 93 of 388 Page 94 of 388 Page 95 of 388 ATTENTION AUTHORITY HAVING JURISDICTION Notice is hereby given that Aho Architects, LLC, the Architect of Record on the above referenced project, will be providing c onstruction administration services on a limited basis, supplemented by a third -party independent engineering consulting service as described below. This project has been designed by the Architect and Engineers (“Design Team”) for its specific location, or adapted from prototypical designs, to comply with the following codes, ordinances, and simila r requirements adopted by the Authority Having Jurisdiction (“AHJ”): •See codes listed on Sheet LS100. During the Construction Administration Phase of the Project: •General: The Design Team will respond to inquiries or requests from the Owner or Contractor, specifically related to documen ts prepared by the Design Team. As is standard in Construction Law and Professional Service Agreements, the Design Team shall not have control over, charge of, or responsibility for the construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the Project(s), nor shall the Architect be responsible for the Owner ’s or Contractor’s failure to perform the work in accordance with the requirements of the Permit Set Documents. The Architect shall be respons ible for the Architect’s negligent acts or omissions, but shall not have control over or charge of, and shall not be responsible for, acts or omissions of the Owner, Contractor, or of any other persons or entities performing portions of the work. •Experienced Contractor: The Owner will use experienced and licensed Contractors familiar with the construction of Projects o f this type and in similar locations, and experienced with the applicable building codes, selection of materials and systems,and methods of installation and construction; and able to implement the Permit Set Documents through completion of the Project(s). •Submittals: The Design Team’s Basic Construction Administration Services include review of critical submittals (e.g. shop drawings) by engineering discip lines (Structural). The Design Team shall also review, approve or take other appropriate action on any submittal for which the AHJ requires approval by the Architect/Engineer, as Additional Services. •Site Visits: The Architect and Design Engineers typically will not be making any site visits unless specifically required to do so. •The Owner has been advised and acknowledges that some States and AHJs require the Architect to perform at least some site vis its or provide a notice such as this statement. •In consideration of this, the Owner will provide site visits, observation, testing, and related work by a third party indepen dent engineering consulting service: •The Owner has an agreement with Terracon, a provider of geotechnical, environmental, construction materials and facilities en gineering •Experienced Professional Engineers or field technicians under the responsible control of a Professional Engineer will perform site observation, construction materials testing, and required Special Inspections (per IBC Chapter 17; see Schedule of Special Inspections on structural drawings provided) including review of construction for conformance with the permit drawing s, supplemental drawings, shop drawings/submittals, and similar relevant documents. Written reports shall be provided, with the Design Team included on the distribution list and involved in resolving any deficiencies noted or other items requir ing the Design Team’s input. •If the above provisions are not acceptable to the AHJ and the AHJ gives notice requiring the Architect to make site visit(s),the Owner has agreed to authorize the Architect’s Additional Services and Reimbursable Expenses to comply with the AHJ ’s requirements. If you have any questions, or if there is anything else we can do for you, please do not hesitate to contact April Cain, the project manager or Tim Aho, Architect at the address/phone listed below, or by email at HYPERLINK "mailto:acain@ahoarch.com" acain@ahoarch.com or HYPERLINK "mailto:taho@ahoarch.com" taho@ahoarch.com . Thank you very much, and we appreciate the opportunity to be involved in this project in your jurisdiction. Scale Project number Date Drawn by Checked by 2024 Aho Architects, LLC. All Rights Reserved.C 12" = 1'-0"11/13/2024 2:25:20 PMT100 Title Sheet 24051 10/07/2024 ARC N/A FINAL EXPRESS OIL CHANGE & TIRE ENGINEERS SINGLE BUILDING / RIGHT HAND OIL CHANGE/ REAR ENTER / SIDE TIRE STORAGE 22179 STATE HIGHWAY 181 FAIRHOPE, ALABAMA 36532 FINAL ARCHITECT AHO ARCHITECTS, LLC 1855 DATA DRIVE, SUITE 150 HOOVER, ALABAMA 35244 205-983-6000 STRUCTURAL ENGINEER BARNETT-JONES-WILSON, LLC 125 18TH STREET NORTH PELL CITY, ALABAMA 35125 205-884-5334 MECHANICAL / PLUMBING ENGINEER PINNACLE ENGINEERING, INC. 2111 PARKWAY OFFICE CIRCLE, SUITE 125 BIRMINGHAM, ALABAMA 35244 205-733-6912 ELECTRICAL ENGINEER GW ENGINEERING, LLC 4120 OVERLOOK CIRCLE TRUSSVILLE, ALABAMA 35173 205-413-4112 *Image above is generic. See Civil for actual site conditions CIVIL ENGINEER CCI PLANNING & ENGINEERING 3528 VANN ROAD, SUITE 105 BIRMINGHAM, ALABAMA 35235 205-655-1991 No. Description Date 1 ASI #1 11/13/2024 *Signage has been omitted for this Permit Issue Set 1 Page 96 of 388 PAINTED SPLIT-FACE CMU Color: SW7669 Summit Gray Manuf: Sherwin Williams PAINTED SMOOTH-FACE CMU Color: Dover Gray Manuf: Sherwin Williams EXTERIOR FINISH MATERIAL LEGEND HM DOORS Color: SW7669 Summit Gray Manuf: Sherwin Williams STOREFRONT DOORS/WINDOWS Color: Clear Anodized Aluminum Manuf: YKK PAINTED SPLIT-FACE CMU Color: SW6966 Blueblood Manuf: Sherwin Williams PAINTED SMOOTH-FACE CMU Color: SW7669 Summit Gray Manuf: Sherwin Williams PAINTED SPLIT-FACE CMU Color: Safety Red Manuf: Sherwin Williams TINTED GLAZING Color: Solarban 90 on Clear Manuf: Vitro Architectural Glass F.F. 0'-0" F.F. 0'-0" Pit Level -8' -2" Pit Level -8' -2" 1 A302 1 A303 1 A301 Control Joint 4' - 0" 21 20 19 18 12 11 10 Control Joint 17' - 4" Control Joint 13' - 4" Control Joint 13' - 4" Control Joint 6' - 0" Control Joint 12' - 8" Control Joint 12' - 8"4' - 0"14' - 8"12 20 20 20 20 20 20 12 12 12 35 21 17 18 19 25252525252525 19 18 17 16 25 25 E 56 11 53 15 Top of Parapet (Low) 21' -4" Top of Parapet (Low) 21' -4" Top of Parpaet (High) 24' -0" Top of Parpaet (High) 24' -0" 16 14 27 4' - 0"14' - 8"20 1 1 19 190' - 8"0' - 8"1919191927191919 12' - 0"8' - 0"19191919 14 1 1 19 19 27 24 23 23 47 23 23 1 1 1 Scale Project number Date Drawn by Checked by 2024 Aho Architects, LLC. All Rights Reserved.C 3/16" = 1'-0"11/13/2024 2:28:13 PMA200 Exterior Elevation - False Front (East) 24051 10/07/2024 ARC N/A FINAL Keynote Schedule Tag Text 1 Wall pack. See Electrical. 11 Pre-finished metal canopy. See Details. 12 Pre-finished metal conductor head with built-in overflow and downspout. Boot piped to storm drainage system unless otherwise indicated to discharge at grade. If discharging at grade, provide a pre-finished elbow and concrete splash block. See Civil for tie-in. See Specification 077100 Roof Specialties. 14 Painted smooth-face CMU (bond beam where indicated; see Structural). See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 15 HVAC condensing unit. See Mechanical. 16 Painted smooth-face CMU. See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 17 Painted split-face CMU (bond beam where indicated; see Structural). See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 18 Painted smooth-face CMU. See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 19 Painted split-face CMU (bond beam where indicated; see Structural). See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 20 4" diameter painted concrete-filled steel pipe bollard. Color as indicated on Finish Schedule. Paint embedded portion of bollard. Use primer and two finish coats. See Details. See Specification 055000 Metal Fabrications. 21 Cast-in-place concrete wall. See Structural. Membrane waterproofing at perimeter of foundation wall as specified. See Specification 334600 Subdrainage. 23 Wall sconce (By Others). See Electrical. Locate junction box for sconces 5'-0" a.f.f. vertically and 4" from center horizontally. Verify with sign company prior to rough-in. 24 Painted split-face CMU (bond beam where indicated; see Structural). See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 25 Control joint. For control joints in concrete floor slabs, coordinate location with equipment layout by others. Max. distance between control joints in slabs not to exceed 12'-0". Control joints in walls shall be 4'-0" max from wall intersection or corner and every 20'-0". 27 Pre-finished metal coping at exposed tops only over self-adhered membrane flashing and pressure treated wood blocking. Slope to drain. Color as indicated on Finish Schedule. 35 Submersible foundation sump pump. Provide Zoeller M98 or comparable product. Coordinate location with Civil and tie into Civil’s storm drainage system. 47 Provide address identification as directed by the Local Fire Marshal or AHJ. 53 Conduit to be centered horizontally for lights in canopy. Verify with sign company prior to rough-in. 56 Metal louver or vent. Color to match adjacent surface. See Mechanical. 3/16" = 1'-0"1 01_Exterior Elevation_False Front (East) No. Description Date 1 ASI #1 11/13/2024 Page 97 of 388 PAINTED SPLIT-FACE CMU Color: SW7669 Summit Gray Manuf: Sherwin Williams PAINTED SMOOTH-FACE CMU Color: Dover Gray Manuf: Sherwin Williams EXTERIOR FINISH MATERIAL LEGEND HM DOORS Color: SW7669 Summit Gray Manuf: Sherwin Williams STOREFRONT DOORS/WINDOWS Color: Clear Anodized Aluminum Manuf: YKK PAINTED SPLIT-FACE CMU Color: SW6966 Blueblood Manuf: Sherwin Williams PAINTED SMOOTH-FACE CMU Color: SW7669 Summit Gray Manuf: Sherwin Williams PAINTED SPLIT-FACE CMU Color: Safety Red Manuf: Sherwin Williams TINTED GLAZING Color: Solarban 90 on Clear Manuf: Vitro Architectural Glass F.F. 0'-0" F.F. 0'-0" Pit Level -8' -2" Pit Level -8' -2" 21 20 20 20 20 20 20 59 20 20 20 20 20 20 2425 262728678 18 17 16 19 35 19 18 17 16 4' - 0"14' - 8"25 25 25 25 Control Joint 4' - 0" 252525 Control Joint 17' - 4" Control Joint 13' - 4" Control Joint 13' - 4" Control Joint 6' - 0" Control Joint 12' - 8" Control Joint 12' - 8" 5656 9 B 144 15 26 11 53 25 2527 8' - 0"Top of Parapet (Low) 21' -4" Top of Parapet (Low) 21' -4" Top of Parpaet (High) 24' -0" Top of Parpaet (High) 24' -0" 27 14 1 19 19 1 19 1919191919 12' - 0" 19 1919191919 27 1 1 19 19 20 1 24 23 23 47 23 23 1 1 E3 1 Scale Project number Date Drawn by Checked by 2024 Aho Architects, LLC. All Rights Reserved.C 3/16" = 1'-0"11/13/2024 2:28:20 PMA201 Exterior Elevation - Rear Entry (West) 24051 10/07/2024 ARC N/A FINAL Keynote Schedule Tag Text 1 Wall pack. See Electrical. 11 Pre-finished metal canopy. See Details. 14 Painted smooth-face CMU (bond beam where indicated; see Structural). See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 15 HVAC condensing unit. See Mechanical. 16 Painted smooth-face CMU. See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 17 Painted split-face CMU (bond beam where indicated; see Structural). See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 18 Painted smooth-face CMU. See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 19 Painted split-face CMU (bond beam where indicated; see Structural). See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 20 4" diameter painted concrete-filled steel pipe bollard. Color as indicated on Finish Schedule. Paint embedded portion of bollard. Use primer and two finish coats. See Details. See Specification 055000 Metal Fabrications. 21 Cast-in-place concrete wall. See Structural. Membrane waterproofing at perimeter of foundation wall as specified. See Specification 334600 Subdrainage. 23 Wall sconce (By Others). See Electrical. Locate junction box for sconces 5'-0" a.f.f. vertically and 4" from center horizontally. Verify with sign company prior to rough-in. 24 Painted split-face CMU (bond beam where indicated; see Structural). See Specification 042200 Concrete Unit Masonry. Color as indicated on Finish Schedule. 25 Control joint. For control joints in concrete floor slabs, coordinate location with equipment layout by others. Max. distance between control joints in slabs not to exceed 12'-0". Control joints in walls shall be 4'-0" max from wall intersection or corner and every 20'-0". 26 Fire Department Lock Box. Locate as directed by the Local Fire Marshal or AHJ. See Specification 104413 Fire Department Lock Box. 27 Pre-finished metal coping at exposed tops only over self-adhered membrane flashing and pressure treated wood blocking. Slope to drain. Color as indicated on Finish Schedule. 35 Submersible foundation sump pump. Provide Zoeller M98 or comparable product. Coordinate location with Civil and tie into Civil’s storm drainage system. 47 Provide address identification as directed by the Local Fire Marshal or AHJ. 53 Conduit to be centered horizontally for lights in canopy. Verify with sign company prior to rough-in. 56 Metal louver or vent. Color to match adjacent surface. See Mechanical. 59 Gas meter. See Plumbing. 144 Electrical meter. See Electrical. 3/16" = 1'-0"1 02_Exterior Elevation_Rear Entry (West) No. Description Date 1 ASI #1 11/13/2024 Page 98 of 388 Scale Project number Date Drawn by Checked by 2024 Aho Architects, LLC. All Rights Reserved.C 11/13/2024 2:31:27 PMR100 3D Views 24051 10/07/2024 ARC N/A FINAL *See Civil for actual site conditions, including dumpster enclosure location. *See Civil for actual site conditions, including dumpster enclosure location. 1 02_3D View_False Front (East) 2 03_3D View_Rear Entry (West) No. Description Date 1 ASI #1 11/13/2024 *Signage has been omitted for this Permit Issue Set 1 *Signage has been omitted for this Permit Issue Set 1 Page 99 of 388 Post Construction Storm Water Management Plan & Storm Drainage Analysis for A New Express Oil Change in Fairhope, AL Owner: Express Oil Change & Tire Engineers 1880 Southpark Drive Birmingham, AL 35244 (o) 205-397-1142 Civil Engineer: Civil Consultants, Inc. 3528 Vann Road, Suite 105 Birmingham, AL 35235 (o) 205-655-1991 Page 100 of 388 2 Project Overview The proposed Express Oil Change development is a new 5,747-square-foot car maintenance facility, associated parking, and drive. The site is located at 22179 State Highway 181 with access off of Rockwell Blvd in Fairhope, Alabama. The site is bound to the West by Rockwell Blvd, to the East by Hwy 181, to the North but an undeveloped 1-acre outparcel, and to the South an undeveloped 1-acre outparcel. The existing site is 0.99 acres and drains northwest to southeast, where it collects in a roadside ditch of Hwy 181. An above ground detention pond was determined to be the best method for reducing the peak runoff from the site. Post-Developed Runoff Attenuation and Pond Routing The Soil Conservation Service (SCS) unit hydrograph method was used to determine the pre- and post-development runoff rates and volumes for the detention design. The soil type for the site is identified as Carnegie very fine sandy loam as described by the web soil survey published in the NRCS Soil Survey. This soil type is rated as a Hydrologic Soil Group C. Rainfall data was obtained from the Precipitation Frequency Data Server (PFDS) provided by NOAA. Times of concentration (Tc) for the pre- and post-developed conditions were determined using the lag method. Hydrology Studio v 3.0.0.28 Hydrographs software was used to model the detention ponds and determine peak discharge rates and accompanying stage /storage volume hydrographs. The NRCS Hydrograph design storm SCS Type III. Using the aforementioned method and data the peak flow rates for the 2, 5, 10, 25, 50, and 100-yr 24-hour storm events were determined, as required by The City of Fairhope. The post-developed runoff is directed to the stormwater management facility, an above ground dry detention pond, via inlets and pipes. The sum point used for comparison of pre- and post- development peak flows is in roadside ditch of Hwy 181. The dry detention pond was designed to contain 2, 5, 10, 25, 50, and 100-year 24-hour storm events, maintain one-foot of freeboard and have no flow go over the emergency spillway during these design storms. Table 1 shows a summary of pre-development compared to post-development for the sum point for the 2, 5, 10, 25, 50, and 100-year 24-hour storm events. Table 2 shows a summary of pre-development compared to post-development for the greater sum point for the 2, 5, 10, 25, 50, and 100-year 24-hour storm events. This greater basin is an This rule is based on the premise that at a point downstream of a development site where the drainage area above the development is 10 percent or less than the total drainage area at a point downstream of the development; then impacts related to storm water runoff from the development are minimal from this point downstream. Page 101 of 388 3 Table 1 Pre-developed vs. Post-developed Peak Runoff Rates for Site Storm Event Pre-Developed Peak Flow Rate (cfs) Post-Developed Peak Flow Rate (cfs) Flow Difference (cfs) 2-year/24-hour 2.38 2.25 -0.13 5-year/24-hour 3.24 2.90 -0.34 10-year/24-hour 4.08 3.81 -0.27 25-year/24-hour 5.40 5.19 -0.21 50-year/24-hour 6.56 6.33 -0.23 100-year/24-hour 7.81 7.51 -0.30 Table 2 Pre-developed vs. Post-developed Peak Runoff Rates for Greater Basin (10% Rule) Storm Event Pre-Developed Peak Flow Rate (cfs) Post-Developed Peak Flow Rate (cfs) Flow Difference (cfs) 2-year/24-hour 13.25 13.12 -0.13 5-year/24-hour 18.05 18.07 +0.02 10-year/24-hour 22.77 22.61 -0.16 25-year/24-hour 30.20 29.60 -0.60 50-year/24-hour 36.70 35.67 -1.03 100-year/24-hour 43.80 42.29 -1.51 Conveyance System Analysis and Design The Rational Method was used to determine peak flows for sizing storm pipes. The HEC-22 method was applied at junctions to determine minor losses through structures. The FHWA HEC-22 methodology was used to calculate inlet capacities. NOAA Atlas 14 Precipitation and IDF curve data was used to determine rainfall intensities. The 25-year, 24-hour storm event was used to design the storm pipes and inlets. The pipe system and inlets were sized using Stormwater Studio 2023 Version 3.0.0.32 software by Hydrology Studio. All calculations are based on the Storm Plans as prepared by Civil Consultants, Inc. Page 102 of 388 November 14, 2024 Express Oil Change & Tire Engineers 1880 Southpark Drive Birmingham, AL 35244 Dear Michelle Melton, This submittal package is in response to the letter we received from you on November 7th, 2024. We have reviewed your letter and list of outstanding items along with feedback received at the external DRC meeting on Wednesday November 6th, 2024. We believed we have addressed all items of concern and are providing an updated plan set along with any documentation we received from outside agencies. 1. Signage shall conform to the Sign Ordinance. We have attached the revised building sheets showing the updated signage to conform to the Sign Ordinance. 2. Do not remove trees facing AL Hwy 181. We have designated the existing trees to be moved out of the sidewalk easement and placed generally where they were intended to be. This correction can be seen on Sheet LA5.00. We have also attached Frank Leatherwood s, the engineer of record for Planter s Pointe, provided landscape plan that we used as guidance (Pages from 20240214_Landscape Plan_Record Drawing_Revised ) 3. Dry pond may need to be relocated. We had conversations with Frank Leatherwood and the City of Fairhope Engineer, Richard Johnson, about the current drainage patterns for the site. The original design dictated that we send our site drainage towards AL 181 s roadside ditch which is further reinforced by Subdivision Note 4 on the Planters Pointe Plat, all lots shall be responsible for providing necessary storm drainage improvements to control all post-developed stormwater runoff and shall be self-sufficient. Said plat is attached Final Plat_Planters Pointe Subdivision_07-02-2024. 4. Drainage is a major concern. See #3. 5. Land Disturbance permit prior to building permit (already submitted). 6. Confirmation from ALDOT regarding drainage to ROW. Conversations were had with ALDOT and Frank Leatherwood regarding the discharge of stormwater to the ROW. ALDOT agreed that for the site to discharge anywhere else, we would need to encumber neighboring lots. We have attached our original ALDOT submittal that is currently being reviewed. 7. Please consider adding more permeable surface to the site. Due to ongoing maintenance required to maintain permeable pavement, the owner has decided not to install more permeable surface than is required by code. Page 103 of 388 2 8. Please refer to the tree and Landscape Ordinance (#1444) previously sent, for landscaping and screening of vehicular areas, et al. Revised landscape plans are attached and can be seen on Sheets LA5.00, LA6.00, LA6.01, LA6.02. Regards, Nicholas Ostrye, P.E. Senior Project Engineer Civil Consultants, Inc. Contacts: ALDOT Southwest Regional Permit Office Adam Campbell & Michael Smith - (251) 470-8206 Thompson Engineering, Planter s Pointe Designer Frank Leatherwood, Senior Engineer III (251) 378-6117 fleatherwood@thompsonengineering.com City of Fairhope Richard Johnson, Public Works Director (251) 928-8003 richard.johnson@fairhopeal.gov Page 104 of 388 MEMORANDUM To: Michelle Melton, The City of Fairhope From: Nicholas Ostrye, P.E., Senior Project Engineer Date: November 20, 2024 Subject: Trip Generation at Peak Hours I am writing to provide an overview of the trip generation data presented in the attached document, which focuses on the vehicular trips during peak hours. This historical data was generated by Express Oil Change using trip generation data at various sites they own and operate. There is also data provided from the Institute of Transportation Engineers (ITE) to reinforce the historical data recorded by Express Oil Change. Page 105 of 388 Historical data from Express Oil Change: • EOC averages ~47 customers per day overall for their facilities • Their highest peak hour % comes on Saturdays with 13.2% of all oil changes for Saturdays happening in the 11 AM hour. • 13.2% of 47 total customers would be a max of ~7 customers during the peak hour • For the 3 proposed oil change bays with 15-minute oil changes, you could accommodate 12 customers per hour • 12 customer capacity > 7 customers in peak hour per historical EOC data Using the ITE Trip Generation Handbook - #941 Quick Lube Vehicle Shop for 3 bays of oil change service: • ITE estimates 120 total trips per day (60 incoming, 60 outgoing) • ITE estimates 16 PM Peak Hour trips (9 incoming, 7 outgoing) • For the peak hour, ITE estimates 9 incoming customers. • For the 3 proposed oil change bays with 15-minute oil changes, you could accommodate 12 customers per hour. • 12 customer capacity > 9 customers in peak hour per ITE Trip Generation Handbook Express Oil Change LLC | Brakes Plus LLC | 1880 Southpark Drive | Birmingham, Alabama 35244 Page 106 of 388 Page 107 of 388 Page 108 of 388 Page 109 of 388 Page 110 of 388 Page 111 of 388 R IVIERA U TILITIES 413 East Laurel Avenue - Foley, AL 36535 Phone (251) 943-5001 9/5/2024 Sam Reid Civil Consultants, Inc. 3528 Vann Road, Suite 105 Birmingham, AL 35235 RE: PIN 626313 Express Oil Change This letter is to confirm based on the site plan received; Riviera Utilities is willing and able to provide electric service to above referenced property. Riviera Utilities requires a 10 all side property lines and a 15 and rear property lines. Please ensure all property plats reflect the easements. Upon final design, Riviera Utilities will provide estimates for service fees and system installation requirements to meet all Riviera specifications. Please contact the following Riviera employees concerning costs and requirements. Name Department Email Wes Abrams Electric wabrams@rivierautilities.com If you have any questions or comments, contact Riviera Utilities at 251-943-5001. Thank you, James Wallace Page 112 of 388 September 13, 2024 Sam Reid Civil Consultants, Inc. RE: Service Availability Express Oil Change 22179 State Hwy 181 PPIN 626313 Dear Mr. Reid, This letter is in response to your request for information on the availability of service at the above location by AT&T. This letter acknowledges that the above referenced property is located in an area served by AT&T. Any service arrangements for this location will be subject to later discussions and agreements between the developer and AT&T. Please be advised that this letter is not a commitment by AT&T to provide service to this location. Please contact me at the phone number included in this letter with any questions. Thank you for contacting AT&T. Sincerely, Wade Mitchell Senior OSP Design Engineer AT&T Alabama 2155 Old Shell Rd Mobile, Alabama 36607 Gulf District/ Mobile Office Page 113 of 388 Page 114 of 388 Page 115 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1286 FROM: Hunter Simmons, PLANNING DIRECTOR SUBJECT: Site Plan Review and Approval - Request of the Applicant, Chris Lieb, on behalf of the Owner, FST Encounter Development LLC, for Site Plan Approval of Foosackly’s. The property is approximately 0.20 acres and is zoned B-2 – General Business District. The property is located at the northeast corner of Highway 181 and Highway 104, Lot 4 and is approximately 1.0 acres. PPIN #: 627494. (Planning Commission unanimously recommends approval of SR 25.03). AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: Council approval BACKGROUND INFORMATION: Staff and Planning Commission (Unanimous) recommend approval. One condition was resolved after the Planning Commission. There is one minor condition of approval to ensure light poles ar the correct height. 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 116 of 388 Individual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 117 of 388 : Michelle Melton Planning Commission (8 Ayes) voted to recommend approval of SR 25.03 City Council March 10, 2025 Page 118 of 388 CITY OF FAIRHOPE P.O. Box 429 Fairhope, AL 36533 (251) 928-8003 SITE PLAN REVIEW APPLICATION Page 119 of 388 Site Plan Review Application Checklist* *This checklist is intended for convenience purposes only. Refer to the City of Fairhope Zoning Ordinance and other applicable City Ordinances for additional requirements. 2 copies of the Site Plan 2 sets of Construction Plans 1 copy of the Site Plan in PDF format on disk Site Plan Review Application with Articles of Incorporation attached Overall Site Plan Curb Cut Locations Dumpster Location and Screening Grading and Drainage Plans BMP Plan A Topographic and Boundary Survey Pedestrian Circulation Plan Building Elevations indicating exterior construction materials Legal Description and Property Map Landscape Plan, including tree preservation plan (Existing and Proposed Contours shall be on the Landscape Plan) All landscape plans shall be in compliance with Ordinance No. 1223 – Tree Ordinance. 20% of the total property (not including the right of way) shall be landscaped A 20’ landscaped buffer is required where commercial/industrial abuts residential A Site Lighting Plan indicating light locations, mounting height, wattages and fixture types A Site Data Table including but not limited to: Current Zoning Lot Size Proposed Building Height Total Gross Floor Area Proposed Building Coverage Percentage of Impervious Area, excluding the Building Percentage of Proposed Landscaping (60% of the required plant materials shall be located between the building walls and public streets) Page 120 of 388 Proposed number of parking spaces/ required number of parking spaces Percentage of proposed Green-space Aerial Photograph with Site Plan and topographic lines overlaid Utility Plans Loading/unloading space (if applicable) Drive-up window locations (if applicable) Total number of Proposed Buildings, Proposed Uses and the Square Footages of each Phasing Schedule for Projects being developed over an extended period of time Location, materials, and elevations of any and all fences and/or walls. Location of mechanical equipment (mechanical equipment shall be screened) Flow Modeling Plans submitted shall include but not be limited to: Name of Project Date of preparation, including all revision dates Appropriate Scale North Arrow Preparer’s Name, Phone Number and Fax Number Name of Owner Compliance with the City’s Comprehensive Plan and the standards, goals and intent of the Fairhope Zoning Ordinance All signage requires a sign permit All Applicable Outside Agency Permits (e.g. ALDOT, ADEM, COE, etc.) Please note that this document only applies to properties within the City of Fairhope. Page 121 of 388 APPLICATION FOR SITE PLAN APPROVAL Application Type: Site Plan Attachments: Articles of Incorporation or List all associated investors Date of Application: ______________________ Property Owner / Leaseholder Information Name of Property Owner: _______________________Phone Number: ___________ Address of Property Owner: ________________________________________________ City: ____________________________ State: _____________ Zip: ____________ Proposed Site Plan Name: ________________________________________________ Site Acreage: _______________________ Sq. Footage: ___________________ Parcel No: _______________________________ Current Zoning: ___________________ Authorized Agent Information Name of Authorized Agent: ______________________Phone Number: ____________ Address: _________________________________________________ City: ____________________________ State: _____________ Zip: ____________ Contact Person: ______________________ Engineer/Architect Information Name of Firm: __________________________________Phone Number: ____________ Address: _________________________________________________ City: ____________________________ State: _____________ Zip: ____________ Contact Person: ______________________ I certify that I am the property owner/leaseholder of the above described property and hereby submit this site plan to the City for review. *If property is owned by Fairhope Single Tax Corp. an authorized Single Tax representative shall sign this application. ___________________________________________ ___________________________________________ Property Owner/Leaseholder Printed Name Signature ___________________________________________ ___________________________________________ Date Fairhope Single Tax Corp. (If Applicable) Foosackly's Fairhope 05-46-01-02-0-000-001.9 Chris Lieb with Lieb Engineering 251 978-9779 1290 Main Street Ste E Daphne AL 36526 FST Encounter Development LLC 1189 Post Rd Ste 3B Fairfield CT 06824 Lieb Engineering Company 251 978-9779 1290 Main Street Ste E Daphne AL 36526 Christopher Lieb Christopher Lieb 12/2/24 Ivan Blackmon 12/16/2024 Page 122 of 388 Page 123 of 388 1 SR 25.03 Foosackly’s and Just Chillin’ at Encounter Commercial/Retail Development (Lot 4) - February 3, 2025 Summary of Request: Request of Applicant, Lieb Engineering Company, for Site Plan Approval of new Foosackly’s and Just Chillin’ locations on Lot 4 of the Encounter Commercial Retail Center on the northeast corner of Alabama Highways 104 and 181 intersections. Chris Lieb and/or Ivan Blackmon are authorized agents. The subject property is 1.53 acres and is zoned B-2. The proposed buildings are 5,874 sf for Foosackly’s and 1,178 sf for Just Chillin’. Setbacks: Setbacks for this development vary. B-2 requires only a 20ft front setback according to Table 3-2. Lot 4 fronts Bushel Drive which has a 25ft front setback. Lot 4 is adjacent to AL Hwy 181 with a 125ft highway construction setback. The other setbacks are 0ft rear and 0ft side setbacks per the recorded plat for Encounter Commercial and Retail Development. Page 124 of 388 1 SR 25.03 Foosackly’s and Just Chillin’ at Encounter Commercial/Retail Development (Lot 4) - February 3, 2025 Building: There are two (2) proposed restaurant buildings on the site that will face each other. Just Chillin’ is 17 ft high and Foosackly’s is 19.6 ft high. The buildings combined takes up almost 11% of Lot 4. Proposed use is a local chain chicken restaurant and ice cream stand. All elevations are included in the packet. Figure 1: Proposed Just Chillin’ building. Figure 2: Proposed Foosackly’s building. Sidewalks: This Site Plan includes interior sidewalks from both buildings to a concrete sidewalk along Bushel Drive. The Pedestrian Circulation Plan can be found on Sheet C8.0 in the Complete Plans. ADA Requirements: ADA requirements have been met. Mechanical equipment: Mechanical equipment has been finalized and all appear on the Site Plan. Location and size of all signage: A sign plan was not submitted with this application. Signage for both businesses shall conform to the Sign Ordinance. Storm water: Drainage has been accounted for the entire Encounter Commercial Retail Center in SD 24.13; thus, there are not retention/detention facilities on individual lots. There is a large retention pond within Lot 12 of the Encounter development where most of the drainage is directed. Page 125 of 388 1 SR 25.03 Foosackly’s and Just Chillin’ at Encounter Commercial/Retail Development (Lot 4) - February 3, 2025 Parking: The plan has surplus parking with 48 spaces. Forty (40) spaces are required per Table 4-3 Parking Schedule. Twenty percent (20% ) overage is allowed and shall be pervious. Thirteen (13) of the 48 parking spots are pervious. Parking meets the requirements of Zoning Ordinance, as well as the perimeter landscape screening requirements of the Tree Ordinance. Locations, intensity, and heights of exterior lights: A photometric plan was submitted within the Complete Plans. It appears that the proposed lights are 18ft tall; whereas parking lots with 50 or fewer spaces shall have light poles that do not exceed 10ft overall height pursuant to Article IV, Section B(3) of the Zoning Ordinance. An updated corrected photometric plan is forthcoming. Landscaping Plan: The landscape plan was reviewed by the City Horticulturist and approved. Parking had to be adjusted from the original submitted plan that lessened the number of parking spaces (51 to 48). The math is the same for required trees within the vehicular use area; however, the Plant Schedule still has 51 parking spots in the schedule for perimeter landscaping requirements. It should be corrected as to not cause confusion. Site Plan Page 126 of 388 1 SR 25.03 Foosackly’s and Just Chillin’ at Encounter Commercial/Retail Development (Lot 4) - February 3, 2025 Erosion control: An Erosion Control plan was submitted with the application and is acceptable. Utilities: A utility plan was submitted and has been reviewed and approved by the appropriate providers. Dumpster location and screening: The double dumpster enclosure is located on the Foosackly’s portion of the site. A 1000-gallon grease trap is also located on the Foosackly’s site. Shrubs will be around the parts of the enclosure that are not part of the vehicular use area as well as a vinyl fence. There is sod around the grease trap manholes. Figure 3: Landscaping Detail for Dumpster Enclosure and Grease Trap. Figure 4: Elevations of Dumpster Enclosure. Page 127 of 388 1 SR 25.03 Foosackly’s and Just Chillin’ at Encounter Commercial/Retail Development (Lot 4) - February 3, 2025 Traffic: A thorough traffic study was conducted for the entire Encounter development and the road infrastructure was designed in accordance with the recommendations from the traffic study. A trip generation letter has been provided and the PM peak trips per day for Foosackly’s is 87 trips and Just Chillin’ 39 trips (Total: 126). Article II, Section C.2.d. (Site Plan Review Criteria) Criteria – The application shall be reviewed based on the following criteria: (1) Compliance with the Comprehensive Plan; The previous Comprehensive Plan put a Commercial Node at the AL Hwys 181 and 104 intersections. The Encounter Commercial Retail Center is in a newly recognized Suburban Mixed-Use Center in the proposed Comprehensive Plan. (2) Compliance with any other approved planning documents; Meets (3) Compliance with the standards, goals, and intent of this ordinance and applicable zoning districts; Meets (4) Compliance with other laws and regulations of the City; Meets (5) Compliance with other applicable laws and regulations of other jurisdictions; Meets (6) Impacts on adjacent property including noise, traffic, visible intrusions, potential physical impacts, and property values; Meets. (7) Impacts on the surrounding neighborhood including noise, traffic, visible intrusions, potential physical impacts, and property values; Property is zoned B-2. The larger development site does abut to conflicting uses. There is a residential district directly to the north of the development NOT Lot 4. Proper buffers are included in the plans to mitigate the conflicting land uses. (8) Overall benefit to the community; Meets. There are a lot of residential units being built in the immediate surrounding area, especially to the north. A commercial retail center with a variety of retail/restaurant/office/commercial units will be a benefit to the residential subdivisions. (9) Compliance with sound planning principles; Meets. The general location has been designated a commercial node in the past and current comprehensive plans. Connectivity with other developments has been included. (10) Compliance with the terms and conditions of any zoning approval; Meets (11) Any other matter relating to the health, safety, and welfare of the community; Nothing noted (12) Property boundaries with dimensions and setback lines; Meets (13) Location of proposed buildings and structures indicating sizes in square feet; Meets (14) Data to show percentage of lot covered with existing and proposed buildings; Meets (15) Elevations indicating exterior materials; Front, side, and rear elevations were provided. (16) The locations, intensity, and height of exterior lights; 10 ft height maximum (17) The locations of mechanical equipment; Meets (18) Outside storage and/or display; Meets (19) Drive-up window locations (must be away from residential uses/districts and not in front of building); Meets (20) Curb-cut detail and location(s); Provided (21) Parking, loading, and maneuvering areas; Meets (22) Landscaping plan in accordance with the City Landscape Ordinance; Meets (23) Location, materials, and elevation of any and all fences and/or walls; Meets (24) Dumpster location and screening; and Page 128 of 388 1 SR 25.03 Foosackly’s and Just Chillin’ at Encounter Commercial/Retail Development (Lot 4) - February 3, 2025 Meets (25) Location and size of all signage. n/a Recommendation: Staff recommends to Planning Commission to recommend to City Council conditional approval of case SR 25.03 Foosackly’s and Just Chillin’ on Lot 4 in the Encounter Commercial Retail Center with the following condition(s): 1. Update photometric plan with 10ft high lighting. 2. Update landscaping plan to reflect a total of 48 parking spaces not 51. Page 129 of 388 Page 130 of 388 Page 131 of 388 Page 132 of 388 Page 133 of 388 Page 134 of 388 Page 135 of 388 Page 136 of 388 Page 137 of 388 Page 138 of 388 Page 139 of 388 Page 140 of 388 Page 141 of 388 Page 142 of 388 Page 143 of 388 Page 144 of 388 Page 145 of 388 Page 146 of 388 Page 147 of 388 Page 148 of 388 Page 149 of 388 1290 Main Street Suite E Daphne, AL 36526 Phone: 251 978-9779 Page 1 of 1 January 2, 2025 City of Fairhope Attn: Staff Re: Foosackly s and Just Chillin Traffic Letter Staff, A trip generation was performed with the ITE charts. The PM peak trips per day for the Foosackly s is 14.86/1000 SF, 87 total trips. The PM peak trips per day for the Just Chillin is 33.21/1000 SF, 39 total trips. The total PM Peak trips is 126. Please feel free to contact me if you have any questions or need any clarifications. Sincerely, 01-02-2025 Christopher Lieb, PE Page 150 of 388 Page 151 of 388 Page 152 of 388 Page 153 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1310 FROM: Hunter Simmons, PLANNING DIRECTOR SUBJECT: The City planning Director, Hunter Simmons, is requesting the hiring of a Professional Consultant to conduct a Downtown Parking Study. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: To approve the selection by the Mayor for RFQ PS25-023 for professional consulting services for a Downtown Parking Study and authorize the Mayor to execute a contract with a not-to-exceed amount of $50,000.00. BACKGROUND INFORMATION: The City Planning Director, Hunter Simmons, is requesting the hiring of a professional Consultant to conduct a Downtown Parking Study. The City is seeking the services of a qualified parking and mobility consultant to prepare a Downtown Parking Strategy to effectively maximize existing and future public parking availability and utilization within the downtown core. Per the City's "Procedure for Procuring Professional Services for Projects Under $100,000.00," under the section for "Variants to the Procedure", the Mayor exercised Option 1 and chose Walker Consultants to perform the professional service. The work to be performed is professional services associated with the project, which will include: • Data Review • Stakeholder Engagement • Parking Demand Scenarios • Parking Policy, Pricing, and Management • Recommendations and Reporting Walker Consultants has submitted a proposal for these professional services for Fifty Thousand Dollars ($50,000.00). BUDGET IMPACT/FUNDING SOURCE: Page 154 of 388 Account No. Account Title Current Budget Cost Available Budget 001120- 50290 Planning - Professional Services $0.00 $50,000.00 ($50,000.00) 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 155 of 388 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection by Mayor Sherry Sullivan for (RFQ PS25-023) for Professional Consulting Services for Downtown Parking Study to Walker Consultants; and hereby authorizes Mayor Sullivan to execute a contract with a not-to-exceed amount of $50,000.00. DULY ADOPTED THIS 10TH DAY OF MARCH, 2025 _________________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 156 of 388 1055 Howell Mill Road NW, Suite 8079 Atlanta, GA, 30318 678.534.3860 February 20, 2025 Ms. Michelle Melton City Planner City of Fairhope, AL Re: Proposal for Downtown Parking Strategy Fairhope, Alabama Dear Ms. Melton: Walker Consultants (“Walker”) is pleased to submit the following proposal for a Downtown Parking Strategy for the City of Fairhope, Alabama. This proposal has been prepared in response to discussions with City planning staff. The following outlines our understanding of this project, scope of work, proposed schedule, fee, and general conditions of agreement for consideration and discussion. Project Understanding The City of Fairhope (City) is addressing its future economic development and growth in its downtown commercial area. As part of this planning effort, the City seeks to leverage existing parking demand data to project future parking needs and evaluate the feasibility, implementation, and impacts of a paid parking system. As a result of this ongoing development progress, the City seeks the services of a qualified parking and mobility consultant to prepare a Downtown Parking Strategy to effectively maximize existing and future public parking availability and utilization within its downtown core. Walker has provided the following scope of services to assist the City of Fairhope with developing a Downtown Parking Strategy. Scope of Services Task 1: Data Review Walker will review existing plans, policies, and information provided by the City. These data may include the current comprehensive plan, information on existing parking regulations, zoning documents, operational procedures, or parking demand data. Walker will develop an understanding of the current operations and perspectives surrounding parking in the downtown area. A significant component of this includes establishing an understanding of how the current pricing and policy environment is influencing user parking behaviors. Task 2: Stakeholder Engagement Walker will conduct strategic stakeholder engagement at key milestones throughout the project. This engagement will include meetings with City staff and other focus groups. We anticipate the following engagement events: Page 157 of 388 Proposal for Downtown Parking Strategy for City of Fairhope, AL February 20, 2025 2 • Site Visit #1 (two days): On-site observations, project kick-off meeting with City staff, and discovery focus group meetings. Task 3: Parking Demand Scenarios The City has indicated that it has accurate and thorough parking demand data for the study area. Therefore, Walker anticipates reviewing the relevant information and creating an existing demand profile for the downtown. From this baseline, Walker will develop up to two future development scenarios (i.e., low-growth and high- growth) based on known and anticipated land use changes. We will rely on guidance from the City regarding current and future development interests. For both development scenarios, Walker will project zone -based parking demands anticipated to impact the downtown area as a function of the estimated growth. The zones will be generally determined based on a reasonable walking tolerance between parking and key destinations within the study area. The zonal demand will be presented yearly over a 10-year horizon. Walker will use future development scenarios to consider the need for new parking and possible locations. The feasibility of delivering the new parking supply will be evaluated in conjunction with the operational measures in Task 4. Task 4: Parking Policy, Pricing, and Management Walker will use future growth scenarios and feedback from stakeholder groups to evaluate the feasibility of various parking policies, pricing, or management interventions within the downtown area. Rooted around achieving City goals identified in the Kickoff meeting, Walker will analyze and present the business case and potential impacts associated with measures including: • Adjustments to parking restrictions • The relationship between on-street and off-street parking prices • Implementing in-lieu fees for developers • Reconfigured enforcement practices • Other relevant funding mechanisms (hotel tax, public-private partnership, etc.) Walker will work with the City to identify priority strategies and develop a high-level cost-recovery evaluation related to funding the parking system, including operations and potential new parking supply. The cost-recovery evaluation will use established benchmark estimates suitable for a planning-level analysis but should be refined and evaluated in more detail if implementation is approved. Task 5: Recommendations and Reporting Based on the findings from Tasks 3 and 4 and feedback from City staff and stakeholders, Walker will develop recommendations and implementation actions for the preferred strategy. We will prepare a brief report documenting our findings and recommendations in a concise format. The deliverable will include a summary of findings from each project task and a consolidated set of recommended actions. Page 158 of 388 Proposal for Downtown Parking Strategy for City of Fairhope, AL February 20, 2025 3 Schedule Walker is prepared to commence services upon receipt of written authorization to proceed and the background materials required for Walker to complete its work. Walker’s team will work with City staff to complete the project within the negotiated timeframe. Professional Fee Walker proposes completing the Scope of Services contained herein in accordance with the enclosed General Conditions of Agreement for Consulting Services for a lump sum fee of Fifty Thousand Dollars ($50,000), including reimbursable expenses, as described in the following table. Task Proposed Fee Task 1 – Data Review $6,000 Task 2 – Stakeholder Engagement $10,000 Task 3 – Parking Demand Scenarios $15,000 Task 4 – Parking Policy, Pricing, and Management $12,000 Task 5 – Recommendations and Reporting $7,000 Total Lump Sum Fee Proposed $50,000 Page 159 of 388 Proposal for Downtown Parking Strategy for City of Fairhope, AL February 20, 2025 4 Walker is dedicated to providing our clients with professional services and meeting project requirements and deadlines. If you should have any additional questions, please do not hesitate to call or email us. Sincerely, WALKER CONSULTANTS Jeremy Greenwald, AICP, TDM-CP Project Manager CC: Jim Corbett, Walker Consultants Jack Casterella, Walker Consultants Enclosures: General Conditions of Agreement for Consulting Services Authorization Trusting that this meets your approval, we ask that you sign in the space below to acknowledge your acceptance of the terms contained herein and confirm your authorization for us to proceed. Please return one signed original of this agreement for our records. City of Fairhope, Alabama Authorized Signature Printed Name Title Date Page 160 of 388 Proposal for Downtown Parking Strategy for City of Fairhope, AL February 20, 2025 5 General Conditions of Agreement for Consulting Services Services Walker Consultants (“Walker”) will provide the City of Fairhope with professional services limited to the work described in the attached letter (the “Services”). Any additional services requested will be provided at our standard hourly rates or for a mutually agreed-upon lump sum fee. The services are provided solely in accordance with written information and documents supplied by the City of Fairhope and are limited to and furnished solely for the specific use disclosed to us in writing by the City of Fairhope. No third-party beneficiary is contemplated. Payment for Services Monthly Invoices Walker will submit monthly invoices based on work completed, including reimbursable expenses. Payment is due upon receipt of the invoice. If, for any reason, the City of Fairhope does not pay Walker within thirty (30) days of the invoice date, Walker may, at its option, suspend or withhold services. The City of Fairhope agrees to pay Walker a monthly late charge of one and one-half percent (1.5%) per month of any unpaid invoice balance. Payment Method Walker’s preferred method of payment is ACH. All payments should be made electronically to: Truist Bank ABA Routing Number 021052053 Credit to the account of - Walker Consultants Account Number 79592337 Period of Service If no contract administration phase services are to be provided by Walker, services shall be completed the earlier of (1) the date when final documents are accepted by the City of Fairhope or (2) thirty days after final documents are delivered to the City of Fairhope. If contract administration phase services are provided by Walker, services shall be complete upon the earlier of (1) the time of approval by Walker of final payment to the contractor or (2) thirty (30) days after completion of the work designed by Walker. Standard of Care Walker will perform the services in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances at the same time and in the same or similar locality. Walker makes no warranty, express or implied, as to its professional services under this agreement. Any estimates or projections provided by Walker will be premised in part upon assumptions provided by the City of Fairhope. Walker will not independently investigate the accuracy of the assumptions. Because of the inherent uncertainty and probable variation of the assumptions, actual results will vary from estimated or projected Page 161 of 388 Proposal for Downtown Parking Strategy for City of Fairhope, AL February 20, 2025 6 results, and such variations may be material. As such, Walker makes no warranty or representation, express or implied, as to the accuracy of the estimates or projections. Limitation of Liability To the maximum extent permitted by law, the City of Fairhope agrees to limit Walker’s liability for the City of Fairhope’s damages to the sum of $10,000 or Walker’s fee, whichever is greater. This limitation shall apply regardless of the cause of action or legal theory pled or asserted. Ownership of Documents All tracings, plans, specifications, maps, computer files and/or reports prepared or obtained under this Agreement, as well as all data collected, together with summaries and charts derived therefrom, will be considered works made for hire and will become the property of the City upon completion or termination without restriction or limitation on their use and will be made available, upon request, to the City at any time during the performance of such services and/or upon completion or termination of this A greement. Upon delivery to the City of said document(s), the City will become the custodian thereof. Any changes, modifications, or reuse of the work product without written authorization from Walker is at the sole risk of the City of Fairhope. Consequential Damages The City of Fairhope and Walker waive consequential damages for claims, disputes, or other matters in question, arising out of or relating to this Agreement. Dispute Resolution This Agreement shall be governed by the laws of the Commonwealth, District, or State of the office performing Walker’s services. In addition to, and as a condition precedent to litigation, the City of Fairhope and Walker shall endeavor to resolve claims, disputes, and other matters in question between them by mediation, which, unless the parties mutually agree otherwise, shall be administered by the American Arbitration Association in accordance with its Construction Industry Mediation Procedures in effect on the date of this Agreement. A request for mediation shall be made in writing, delivered to the other party to this Agreement, and filed with the person or entity administering the mediation. The parties shall share the mediator’s fee and any filing fees equally. The mediation shall be held in the locality of the Walker office performing services under this Agreement. Non-Solicitation Clause The City of Fairhope agrees that it will not directly or indirectly solicit for employment any Walker employee providing services on behalf of the City of Fairhope for a period of two years after the date of this agreement. The City of Fairhope agrees that a breach of this provision would have material and adverse impacts on Walker’s business, and the City of Fairhope, therefore, agrees to pay Walker an amount equal to two times the annual salary of any employee of Walker who accepts a position with the City of Fairhope within such two-year period, in addition to all other rights and remedies available to Walker. Page 162 of 388 Proposal for Downtown Parking Strategy for City of Fairhope, AL February 20, 2025 7 Proprietary Information The information contained in this proposal is confidential, privileged, and only for the City of Fairhope and may not be shared, published, or redistributed without prior written permission from Walker Consultants. Page 163 of 388 Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks, MMC City Clerk Kimberly Creech Treasurer 61 North Section St. PO Box 429 Fairhope, AL 36533 251-928-2136 (p) MEMO To: Lisa Hanks, City Clerk Kim Creech, Treasurer From: ______________________________ Erin Wolfe, Purchasing Manager Date: February 21, 2025 Re: RFQ PS25-023 Professional Consultant for Downtown Parking Study The City Planning Director, Hunter Simmons, is requesting the hiring of a professional Consultant to conduct a Downtown Parking Study. The City is seeking the services of a qualified parking and mobility consultant to prepare a Downtown Parking Strategy to effectively maximize existing and future public parking availability and utilization within the downtown core. Per our Procedure for Procuring Professional Services, Hunter Simmons and I are providing firms for the Mayor to select from for the work. Please move this procurement of professional services forward to the Mayor for the selection of a professional service provider. The short list is: _____________ ___________ Walker Consultants _____________ ___________ None. Submit another list Cc: file, Hunter Simmons, Mayor Sherry Sullivan Sherry Sullivan (Feb 26, 2025 14:00 EST) Sherry SullivanFeb 26, 2025 Feb 26, 2025 Page 164 of 388 Memo to choose - Parking Study Consultant Final Audit Report 2025-02-26 Created:2025-02-26 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAn23U8IALgLoBGtSxFx-IvD6BzBHROEcA "Memo to choose - Parking Study Consultant" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2025-02-26 - 6:43:08 PM GMT Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2025-02-26 - 6:43:34 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2025-02-26 - 7:00:06 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2025-02-26 - 7:00:49 PM GMT - Time Source: server Agreement completed. 2025-02-26 - 7:00:49 PM GMT Page 165 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1289 FROM: Sherry Sullivan, Mayor SUBJECT: Authorizes and selects Sherry Sullivan (Mayor) to be the Voting Delegate during the annual meeting of the Alabama League of Municipalities. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: That the City Council hereby authorizes and selects Sherry Sullivan (Mayor) to be the Voting Delegate during the annual meeting of the Alabama League of Municipalities. 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 166 of 388 RESOLUTION NO. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , that the City Council hereby authorizes and selects Sherry Sullivan (Mayor) to be the Voting Delegate during the annual meeting of the Alabama League of Municipalities . ADOPTED THIS 10TH DAY OF MARCH, 2025 Attest: Lisa A. Hanks, MMC City Clerk Jack Burrell, Council President Page 167 of 388 Gregory D. Cochran, CAE E xecutive Directo r DATE: TO: FROM: SUBJECT: ENCLOSURE: February 20, 2025 Municipal Clerks Gregory D. Cochran, Executive Director Voting Delegate, Annual Business Session Voting Delegate Authorization Form Mayor Mark Saliba, Dothan League President The Annual Convention of the Alabama League of Municipalities will be held on May 13-16, 2025, in Huntsville. The membership's Annual Business Meeting will be held at 4:00 p.m. on May 15, 2025, at the Von Braun Center. The League Constitution contains the following provision pertaining to voting powers of member municipalities at the Business Meeting: "Each member municipality shall have one vote on any issue voted on during the annual meeting of the League membershzp, and that vote me only be cast by the delegate authorized by the governing body of the member municipality." Enclosed is the official Voting Delegate Authorization Form to be returned to the League. The City or Town Council is charged with designation your municipality's official vo ting delegate and alternates who will be eligible to cast the municipality's vote during the business meetmg. A copy was also sent to each mayor as required by the League's Constitution. Only one completed form should be returned by each League member municipality. Please_put this on your council meeting agenda at your earliest convenience so that the council may vote. The completed form must be returned to the League by April 30, 2025, so that your municipality may be eligible to cast its vote at the Convention. We 1look forward to you joining us in Huntsville, Greg Cochran Executive Director P.O.Box1270,Montgomery,AL, 36102,535AdamsAvenue P: 334-262-2566 F: 334-263-0200 www.almonline.org Page 168 of 388 VOTING DELEGATE AUTHORIZATION FORM The City or Town Council must select the voting delegates, and this form must be completed and returned to the Alabama league of Municipalities on or before April 30, 2025, in order for the municipality named below to be eligible to have its designee cast a vote at the Annual Business Meeting of the league on Friday, May 15, 2025, at4:00 p.m. The league Constitution REQUIRES that Voting Delegates and Alternates be Elected Municipal Officials and they must be selected by a vote of the City or Town Council. Deadline to submit completed form is April 30, 2025! The Following person(s) is authorized to cast the municipality's vote at the business session of the Annual Convention of the Alabama League of Municipalities on May 15, 2025. Please print the requested information 1. Voting Delegate : Name Title 2. 1st Alternate Voting Delegate: Votes only in absence of Voting Delegate Name Title 3. 2 nd Alternate Voting Delegate: Votes only in absence of Voting Delegate & ist Alternate Name Title Voted on by the City or Town Council on this the ____ day of _________ 2025 Form Completed by: (Please Print) Name Title City/Town Date Return form to: Alabama League of Municipalities P.O . Box 1270, Montgomery, Alabama 36102 or by Fax to (334) 263-0200 or Email to DPascal@almonline.org Page 169 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1294 FROM: Stephanie Hollinghead, Chief SUBJECT: Crosswalk at South Mobile Street crossing at Elks Lodge and American Legion: Option B with a cost estimate of $9,005.00. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: That the City Council adopts the following recommendation from the Street & Traffic Control Committee for a Crosswalk at South Mobile Street crossing at Elks Lodge and American Legion: Option B with a cost estimate of $9,005.00. 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 170 of 388 RESOLUTION NO. ____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council adopts the following recommendation from the Street & Traffic Control Committee for a Crosswalk at South Mobile Street crossing at Elks Lodge and American Legion: Option B with a cost estimate of $9,005.00. Adopted this 10th day of March, 2025 _____________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 171 of 388 2'x4' DETECTABLE WARN ING SURFACE (DOMES TO RUN PARALLEL TO PEDESTRIAN TRAVEL) Option: B 6"MIN 10'MAX CURB CUT/RAMP PLAN VIEW NEWTRUNCATED-"::_;"..l/r----t~~~~ DOME 2x4 -Cl1Y TO PROVIDE NEW PED . X-1 Cl1Y TO IN STA FULL DEPTH EXPANSION JOINTS EVERY 25 FEE (MAXt --------------25''-------------< ". .<1 " <1 " .g <1 <1 SIDEWALK PLAN VIEW <1 4 "CONTRACTION JO INT SPACING SHALL MATCH SIDEWALK 'MOTH, EXPANSION JOINTS SHALL BE SPACED TO MATCH CONTRACTION JOINT SPACING _j '-6.00" SIDEWALK CROSS SECTION ,~cONC. SIDEWALK BEYOND aooew .... , (TY~ 4~ PORTlAND CEMENT CONCRETE (TYP) SUBGRADE BEN EA TH SIDEWALK SHALL BE ST ABLE AND FIRM WTH ORGANIC MATER IALS REMOVED "r-'SANO BEOONG Mobile St. -New Sidewalk Fairhope Single Tax Corporation Date : July 15 , 2024 Drawn By : Anders Bjo rk ner Plan Scale : 1" = 50 ' Project: Page Page 172 of 388 Job No. 2.oZS -PtJI oo z. Page No. __ of __ Desc ri pt ion C.gQSSWAW<,, -~. \J\o6n E S"1" Designer J2-CS3:' Da t e Dt\Z..'3 \25 Checker ____________ Date ____ _ 50I..JT¼-l MoBILe. 7EDEST~A.tJ c~ss lkl~ -OPno~ ""6 1 ' "?Us~ Wo2.K-s CoST E=GTll--lATE {1',H\-re~~'-cosi-o~l..X ~ .1, 3 . 4. j~PC.O 'aUIJl<elZ,. f'Ee> Sl~f.J LSD /Sol.Ae./'AJ~ BO't'l't,f.J A.ct\VA~O C.o~c.R~ -61D€\AAU<.S -IZS L,F". B '-"'11DG -4-11 ~ ' r t I ' t I~~:--J~• ••;•"•'-~•:••: > I ' I • -,--r , .,--r I I ' I - ' • -r UtJITc::os-r To,AL.- \0 )'PS i l5o~ 2.SD 1-F' . . . ,• ,. • ' .1 •• , • ' .,. . \. .I. --•. • ;. I • ,. • L .1 J J. L. I t I I I I I t I l I ! 1 I I I I : ~ -: • ' ~ ~ ~ \ \ \ \ I l _ I !,! ! I I , .t -' -' ~ .:. ~ .. ; -r- , , , ,,, -~-r :--·-~ ~ .. ;. < [-;:~:·:_.. ~-.""~J+;:~:;~\ - .... • , I I I I ----, --, .,,,..--,·-. 1· ----_, • --1. -' .. ,-... • ... • -I • •• -:.. ~ , :.. -. ~: P1 • -~ --• ~- ,_:: • _ ,_;_:_: -~-;-J_:_! -.01 l23l~.z.!? ,: -: :•-· -._, :::: __ • I I I I • I I I ~ I I I I .,_ ----'•"' ~ -----,,,,. __ • ,l-l.-., .. _ .. _ .... _,_ •-. 1 ,-.. • I ,,I ~ • ' I 1 , , I I : :.·'.,;:: .. ·:· i <~:(?'~,,~;;: ~~'.-)~_i ;_:~~:: -t •,. -1-~ ~ • • -• I. • :-~ I Page 173 of 388 Page 174 of 388 Standard Specifications (s ubj ect to chang e witho ut notice ) Sign Sign Substrate .080 Highway Grade Alum inum Reflective Sheeting 3M 'M DG3 -with Anti-G raffit i Over lay --'------ MUTCD Compliance MUTCD Sect ion 2A.07 Compliant Day-Viz " Management System (patent pending) Ba ttery Ni cke l Meta l Hydride (N iH M)-14,000mAh Fl ash Pattern MUTCD Compliant LED Type Hig h Power Luxeon-1 watt Warranty Smart Activation Options Optional Push Button Activation Ac ti va ted with less than 2 lbs . of force . Prov id es two-ton e aud ibl e co nfirmation as we ll as vis ual co nfirm atio n. Meet s ADA , MUTCD and TAC requirements, and hou si ng meet s NEMA spec ification s. Remote mo unting available . Aud ible navi gati on unit s are ava ilable . LED Li fe Expec tancy 100,000 hour s 3 Years 24/7 cont inuous LED flash Pu sh-bu tt on Wireles s bo ll ard Pedestrian presence detector Solar 3YPG7, 9FDE9 110V 3YPG9,3YPH1 mJI Optional Wireless 111D Bollard Activation Pe destrian s and bicycl ists can pass ively trigger fla shi ng BlinkerSi gn'" LED signs, RRFB, BlinkerBeacon™ LED Bea con s, in-pavement LED s and other ITS dev ices . Ac tu ator s are hou se d in anodized alumi num cabinet s th at can be se cur ed to co ncrete or asphal t. Ba ttery opera ted : no gri d wiring required . For more information contact your Grainger Representative or visit Grainger.com '" © 20 16, Traffic & Parking Co ntro l Co, In cor porated, Printed in the U.S.A. PATENT NUMBERS 6,943,698 AND 6,693,556 . OTHER PATENTS PENDING 8SSP0217P 1 • Optional Pedestrian Presence Detector Acti ve infr ared an d microwave technologies work toge ther to provide precise pre se nce and accurate motion detection . Mountable between 8' and 16'. Imp erviou s to light, sun rain and snow. Housing is ra ted N EMA-4. Features • Installs easily onto any new or existing sign post • Can be integrated into an ITS (Intelligent Transportation System) • Hig h intensity Day-ViZ-LEDs command attention day and night • Can be programmed to operate continuously (240) or triggered by optional push -button , wireless bollard or pedestrian motion detectors • Patented AutoBrightM circuitry that automatically adjusts light output fo r max imum visibility and battery efficiency • Heightened driver awareness • Increased visibility at high incident intersections Applications • New crosswalk locations • Hig h incident intersections • Rura l roads • Advance crosswalk warn ings Benefits • Reduce accidents, incidents and fatalities • Fede rally approved (MUTCD compliant) • Eco -friendly • He ig htened driver awa reness • Increase d vis ibi lity at high incident crosswalks /.· /. AVAi LA$l1 THROUGH GRAINGER 11111 FOR TH£ OH£S WHO G£1 IT OOH£ 1005 -00003 GRAINGER (02/15/17) Page 175 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1303 FROM: Richard Johnson, CITY ENGINEER Stephanie Hollinghead, Chief SUBJECT: The Police Chief, Stephanie Hollinghead, and the City Engineer, Richard Johnson, are requesting the hiring for Professional Architectural Design Services for the New Police Precinct. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: To approve negotiated not-to-exceed amount of $97,540.00 for this project and allow the Mayor to execute a contract with Paul Carpenter Davis Architects. BACKGROUND INFORMATION: The Police Chief, Stephanie Hollinghead, and the City Engineer, Richard Johnson, are requesting the hiring for Professional Architectural Design Services for the New Police Precinct. The Architect shall create two to three conceptual designs for a police precinct. The precinct would be a single story 8,000sf+/- building. The building would contain offices, a training room, break room, lobby, restrooms, locker room, support spaces, muster area and generator. From the conceptual designs, the City would select the design that best meets their needs and the architect will update that plan based on the City's input. After the conceptual design is finalized, construction documents will be created. The construction documents will include work by mechanical, electrical, plumbing, structural, and civil engineers. The construction documents would also contain a Life Safety Plan/ Code Summary. The architect will submit the construction documents to the City for permitting review. The Architect will act as construction administrator during the public bidding and construction processes. The Mayor, the City Engineer, and the Police Chief would like to establish a not-to- exceed amount for Professional Architectural Services of Ninety-Seven Thousand Five Hundred Forty Dollars ($97,540.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Page 176 of 388 Budget 001150- 50475 Police - Capital Improvements $50,000.00 $97,540.00 ($47,540.00) 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 177 of 388 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Paul Carpenter Davis Architects for Professional Architectural Design Services (RFQ PS25-019) for the New Police Precinct with a not-to-exceed amount of $97,540.00. ADOPTED ON THIS 10TH DAY OF MARCH, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 178 of 388 January 16, 2025 Richard Johnson Public Works Director City of Fairhope 555 S. Section Street Fairhope, Alabama 36532 Richard.johnson@fairhope.gov RE: Police Station Dear Mr. Johnson: Thank you for contacting PCDA regarding your architectural needs. It is my pleasure to provide you with a proposal. Scope: PCDA can create two to three conceptual designs for a police precinct in the Quail Creek area. The precinct would be a single story 8,000sf +/- building. The building would contain offices, a training room, break room, lobby, restrooms, locker room, support spaces, muster area and generator. From the two to three conceptual designs, the owner would then select the design that best meets their needs and PCDA would update that plan based on the owner’s input. After the conceptual design is finalized, construction documents will be created. The construction documents will include work by mechanical, electrical, plumbing, structural, and civil engineers. The construction documents would also contain a Life Safety Plan/Code Summary. PCDA will submit the construction documents to the city for permitting review. PCDA will also act as construction administrator during the public bidding and construction processes. Fee Structure: A lump sum fee of $97,450 to be billed at the following milestones Initial Payment $2,000 Preliminary Design $7,754 Design Development $11,631 Construction Documents $61,524 Bidding/Permitting $4,877 Construction Administration $9,754 Total $97,540 Additional Services Billed as Reimbursable Survey $5,000 estimated Geo-Testing $5,000 estimated Please let us know if you have any questions. Sincerely, Paul C. Davis, President Paul Carpenter Davis Architecture, P.C. Page 179 of 388 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: S. Hollinghead, Chief & Richard D. Johnson, PE City Eng. Date: 01-13-2025 Department: Police Department – Capital Projects Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution Under $5,000 No restrictions Not Required N/A N/A N/A Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A Greater than: Gen Govt - $5,001 Utilities - $10,001 Operational NON-Budgeted Three Council Required Required Gen Govt - $5,001-$30,000 Utilities - $10,001 - $30,000 Operational Budgeted Three Treasurer N/A N/A Over $30,000 Operational Budget* State Bid List or Buying Group Treasurer/Mayor N/A N/A Over $30,000/$100,000 Operational Budgeted Bids Council Required Required Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required *Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases. QUOTES Vendor Name Vendor Quote 1. Paul Carpenter Davis Architects (PCDA) $ Action Select & Authorize Mayor to set NTE 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? Selection of Professional Architectural Design Services 2. What is the total cost of the item or service? Estimate - $50,000.00 3. How many do you need? Design for 2025-PWI 011 PD Precinct at Quail Creek Project 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): Paul Carpenter Davis Architects (PCDA) 6. Vendor Number: 5475 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? $50,000.00 (in the aggregate - unencumbered) 3. Budget code: 001150-50475 Line 20 - Engineering and Design for new police precinct Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 180 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1309 FROM: Stephanie Hollinghead, Chief SUBJECT: Memorandum of Understanding between AltaPointe Health Systems, Inc. and the Fairhope Police Department to improve responses to individuals experiencing mental health crises, reduce the need for police involvement in non-criminal behavioral health-related situations, and ensure better access to appropriate care by providing five (5) iPads equipped with MyCare. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: That the City Council hereby approves and authorizes the Memorandum of Understanding between AltaPointe Health Systems, Inc. and the Fairhope Police Department. BACKGROUND INFORMATION: This software allows officers to connect virtually to mental health professionals. The cost includes virtual access to qualified mental health professionals, use of the MyCare software, connectivity through FirstNet, software and hardware support. The MOA shall commence on March 1, 2025, and shall continue until February 28, 2027. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001150- 50300 Police - Computer Expense $2,975.00 $2,975.00 $0.00 GRANT: LEGAL IMPACT: Page 181 of 388 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 182 of 388 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby approves and authorizes the City of Fairhope to execute a Memorandum of Understanding between AltaPointe Health Systems, Inc. and the Fairhope Police Department to improve responses to individuals experiencing mental health crises, reduce the need for police involvement in non-criminal behavioral health-related situations, and ensure better access to appropriate care by providing five (5) iPads equipped with MyCare. The Police Department will reimburse AHS $425.00 per month for use of the iPads. ADOPTED ON THIS 10TH DAY OF MARCH, 2025 ______________________________ Jack Burrell, Council President Attest: ______________________________ Lisa A. Hanks, MMC City Clerk Page 183 of 388 Page 184 of 388 Page 185 of 388 Page 186 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1312 FROM: Jeff Montgomery Stephanie Hollinghead, Chief SUBJECT: The Director of Information Technology, Jeff Montgomery, and the Police Chief, Stephanie Hollinghead, are requesting the procurement of the renewal of the Motorola Astro System Advanced Plus Package for the Police Department from Motorola Solutions. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: To approve the procurement of the renewal of the Motorola Astro System Advanced Plus Package for the Police Department from Motorola Solutions, for a three (3) year contract cost total of $117,978.38. BACKGROUND INFORMATION: The City of Fairhope's P25 communication system was designed by and purchased from Motorola Solutions. Motorola is the only supplier for the Astro SUA II Advanced Plus Package for this communication system. The attached Service Agreement includes the Astro SUA II UO Implementation Services, Release Implementation Training, Release Impact Training, System Upgrade Agreement II, Astro USA II Field Implementation Service, and the AStro System Advanced Plus Package. The breakdown of annual costs will be: 2025-2026: $39,999.21 (includes $3,600.00) MDR Setup Fee 2026-2027: $38,219.17 2027-2028: $39,760.00 Total Three (3) year contract cost is One Hundred Seventeen Thousand Nine Hundred Seventy-Eight Dollars and Thirty-Eight Cents ($117,978.38). The equipment is exempt from formal bidding per Code of Alabama 1975, Section 41- 16-57 (b)(1) which states: "The governmental body can document that the sole source goods or services are of an indispensable nature, all other viable alternatives have been explored, and it has been determined that only these goods or services will fulfill the function for which the product is needed." Page 187 of 388 BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001150- 50380 (line 30/110) Police - Communications $65,000.00 $39,999.21 $25,000.79 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 188 of 388 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope approves the procurement of the renewal of the Motorola Astro System Advanced Plus Package for the Police Department from Motorola Solutions for a three (3) year contract total cost of $117,978.38. This equipment is exempt from formal bidding per Code of Alabama 1975, Section 41-16-57(b)(1). Motorola Solutions is the Sole Source provider. ADOPTED ON THIS 10TH DAY OF MARCH, 2025 ____________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 189 of 388 Date:11/01/2024   Company Name:  FAIRHOPE, CITY OF   Required P.O. :  PO # :    Customer # :1036770164    Bill to Tag # :  Contract Start Date :01-Mar-2025   Contract End Date :29-Feb-2028   Payment Cycle :ANNUALLY     Attn:   Billing Address:  PO BOX 626  City, State, Zip:  FAIRHOPE , AL, 36533    Customer Contact:     Phone:   Qty Service Name Service Description Extended Amt SVC02SVC0201A ASTRO SUA II UO IMPLEMENTATION SERVICES $0.00 SVC02SVC0344A RELEASE IMPLEMENTATION TRAINING $0.00 SVC02SVC0343A RELEASE IMPACT TRAINING $0.00 SVC04SVC0169A SYSTEM UPGRADE AGREEMENT II $38,586.07 SVC02SVC0433A ASTRO SUA II FIELD IMPLEMENTATN SVC $2,531.45 LSV01S01109A ASTRO SYSTEM ADVANCED PLUS PACKAGE $76,860.86 Subtotal - Recurring Services $117,978.38 Subtotal - One-Time Event Services $0.00 Total $117,978.38 THIS SERVICE AMOUNT IS SUBJECT TO STATE AND LOCAL TAXING JURISDICTIONS WHERE APPLICABLE, TO BE VERIFIED BY MOTOROLA SPECIAL INSTRUCTIONS AND PRICING: 2025-2026- $39,999.21- Includes $3,600 MDR Setup Fee 2026-2027- $38,219.17 2027-2028- $39,760 I have received Applicable Statements of Work which describe the Services and cybersecurity services provided on this Agreement. Motorola's Terms and Conditions, including the Cybersecurity Online Terms Acknowledgement, are attached hereto and incorporate the Cyber Addendum (available at https://www.motorolasolutions.com/en_us/ managed-support-services/cybersecurity.html) by reference. By signing below Customer acknowledges these terms and conditions govern all Services under this Service Agreement. AUTHORIZED CUSTOMER SIGNATURE TITLE DATE SERVICE AGREEMENT   500 W Monroe Street Chicago, IL. 60661 (888) 325-9336   Quote Number    : QUOTE-2877416  Contract Number:  USC000006351 Contract Modifier:  R01-NOV-24 03:15:57    Page 190 of 388 CUSTOMER (PRINT NAME) MOTOROLA REPRESENTATIVE(SIGNATURE)TITLE DATE Mike Williams 205-965-9153 MOTOROLA REPRESENTATIVE(PRINT NAME)PHONE Company Name :   FAIRHOPE, CITY OF    Contract Number :   USC000006351    Contract Modifier : R01-NOV-24 03:15:57    Contract Start Date : 01-Mar-2025 Contract End Date :   29-Feb-2028 SERVICE AGREEMENT   500 W Monroe Street Chicago, IL. 60661 (888) 325-9336   Quote Number    : QUOTE-2877416  Contract Number:  USC000006351 Contract Modifier:  R01-NOV-24 03:15:57    CUSTOMER SUPPORT MANAGER- ALABAMA 12/09/2024 Page 191 of 388 Service Terms and Conditions Motorola Solutions Inc. ("Motorola") and the customer named in this Agreement ("Customer") hereby agree as follows: Section 1. APPLICABILITY These Maintenance Service Terms and Conditions apply to service contracts whereby Motorola will provide to Customer either (1) maintenance, support, or other services under a Motorola Service Agreement, or (2) installation services under a Motorola Installation Agreement. Section 2. DEFINITIONS AND INTERPRETATION 2.1     “Agreement” means these Maintenance Service Terms and Conditions; the cover page for the Service Agreement or the Installation Agreement, as applicable; and any other attachments, all of which are incorporated herein by this reference.  In interpreting this Agreement and resolving any ambiguities, these Maintenance Service Terms and Conditions take precedence over any cover page, and the cover page takes precedence over any attachments, unless the cover page or attachment states otherwise. 2.2    “Equipment” means the equipment that is specified in the attachments or is subsequently added to this Agreement. 2.3     “Services” means those installation, maintenance, support, training, and other services described in this Agreement. Section 3. ACCEPTANCE Customer accepts these Maintenance Service Terms and Conditions and agrees to pay the prices set forth in the Agreement.  This Agreement becomes binding only when accepted in writing by Motorola.  The term of this Agreement begins on the “Start Date” indicated in this Agreement. Section 4. SCOPE OF SERVICES 4.1     Motorola will provide the Services described in this Agreement or in a more detailed statement of work or other document attached to this Agreement.  At Customer’s request, Motorola may also provide additional services at Motorola’s then-applicable rates for the services. 4.2     If Motorola is providing Services for Equipment, Motorola parts or parts of equal quality will be used; the Equipment will be serviced at levels set forth in the manufacturer’s product manuals; and routine service procedures that are prescribed by Motorola will be followed 4.3     If Customer purchases from Motorola additional equipment that becomes part of the same system as the initial Equipment, the additional equipment may be added to this Agreement and will be billed at the applicable rates after the warranty for that additional equipment expires. 4.4     All Equipment must be in good working order on the Start Date or when additional equipment is added to the Agreement.  Upon reasonable request by Motorola, Customer will provide a complete serial and model number list of the Equipment.  Customer must promptly notify Motorola in writing when any Equipment is lost, damaged, stolen or taken out of service.  Customer’s obligation to pay Service fees for this Equipment will terminate at the end of the month in which Motorola receives the written notice. 4.5    Customer must specifically identify any Equipment that is labeled intrinsically safe for use in hazardous environments. 4.6     If Equipment cannot, in Motorola’s reasonable opinion, be properly or economically serviced for any reason, Motorola may modify the scope of Services related to that Equipment; remove that Equipment from the Agreement; or increase the price to Service that Equipment. 4.7     Customer must promptly notify Motorola of any Equipment failure.  Motorola will respond to Customer's notification in a manner consistent with the level of Service purchased as indicated in this. Section 5. EXCLUDED SERVICES 5.1     Service excludes the repair or replacement of Equipment that has become defective or damaged from use in other than the normal, customary, intended, and authorized manner; use not in compliance with applicable industry standards; excessive wear and tear; or accident, liquids, power surges, neglect, acts of God or other force majeure events. 5.2     Unless specifically included in this Agreement, Service excludes items that are consumed in the normal operation of the Equipment, such as batteries or magnetic tapes.; upgrading or reprogramming Equipment; accessories, belt clips, battery chargers, custom or special products, modified units, or software; and repair or maintenance of any transmission line, antenna, microwave equipment, tower or tower lighting, duplexer, combiner, or multicoupler.  Motorola has no obligations for any transmission medium, such as telephone lines, computer networks, the internet or the worldwide web, or for Equipment malfunction caused by the transmission medium. SERVICE AGREEMENT   500 W Monroe Street Chicago, IL. 60661 (888) 325-9336   Quote Number    : QUOTE-2877416  Contract Number:  USC000006351 Contract Modifier:  R01-NOV-24 03:15:57    Page 192 of 388 5.3 This Agreement pricing provided does not take into account prevailing wage requirement. Should prevailing wage regulations be applicable to this project, the pricing shall be subject to change to reflect compliance with those regulations.   Section 6. TIME AND PLACE OF SERVICE  Service will be provided at the location specified in this Agreement.  When Motorola performs service at Customer’s location, Customer will provide Motorola, at no charge, a non-hazardous work environment with adequate shelter, heat, light, and power and with full and free access to the Equipment.  Waivers of liability from Motorola or its subcontractors will not be imposed as a site access requirement.  Customer will provide all information pertaining to the hardware and software elements of any system with which the Equipment is interfacing so that Motorola may perform its Services.  Unless otherwise stated in this Agreement, the hours of Service will be 8:30 a.m. to 4:30 p.m., local time, excluding weekends and holidays.  Unless otherwise stated in this Agreement, the price for the Services exclude any charges or expenses associated with helicopter or other unusual access requirements; if these charges or expenses are reasonably incurred by Motorola in rendering the Services, Customer agrees to reimburse Motorola for those charges and expenses.   Section 7. CUSTOMER CONTACT  Customer will provide Motorola with designated points of contact (list of names and phone numbers) that will be available twenty-four (24) hours per day, seven (7) days per week, and an escalation procedure to enable Customer’s personnel to maintain contact, as needed, with Motorola.   Section 8. INVOICING AND PAYMENT 8.1     Customer affirms that a purchase order or notice to proceed is not required for the duration of this service contract and will appropriate funds each year through the contract end date. Unless alternative payment terms are stated in this Agreement, Motorola will invoice Customer in advance for each payment period. All other charges will be billed monthly, and Customer must pay each invoice in U.S. dollars within twenty (20) days of the invoice date   8.2      Customer will reimburse Motorola for all property taxes, sales and use taxes, excise taxes, and other taxes or assessments that are levied as a result of Services rendered under this Agreement (except income, profit, and franchise taxes of Motorola) by any governmental entity. The Customer will pay all invoices as received from Motorola. At the time of execution of this Agreement, the Customer will provide all necessary reference information to include on invoices for payment in accordance with this Agreement.   8.3       For multi-year service agreements, at the end of the first year of the Agreement and each year thereafter, a CPI percentage change calculation shall be performed using the U.S.Department of Labor, Consumer Price Index, all Items, Unadjusted Urban Areas (CPI-U).  Should the annual inflation rate increase greater than 3% during the previous year, Motorola shall have the right to increase all future maintenance prices by the CPI increase amount exceeding 3%.   All items, not seasonally adjusted shall be used as the measure of CPI for this price adjustment. Measurement will take place once the annual average for the new year has been posted by the Bureau of Labor Statistics. For purposes of illustration, if in year 5 the CPI reported an increase of 8%, Motorola may increase the Year 6 price by 5% (8%-3% base).   Section 9. WARRANTY  Motorola warrants that its Services under this Agreement will be free of defects in materials and workmanship for a period of ninety (90) days from the date the performance of the Services are completed.  In the event of a breach of this warranty, Customer’s sole remedy is to require Motorola to re-perform the non-conforming Service or to refund, on a pro-rata basis, the fees paid for the non-conforming Service.  MOTOROLA DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.     Section 10. DEFAULT/TERMINATION 10.1     If either party defaults in the performance of this Agreement, the other party will give to the non-performing party a written and detailed notice of the default.  The non-performing party will have thirty (30) days thereafter to provide a written plan to cure the default that is acceptable to the other party and begin implementing the cure plan immediately after plan approval.  If the non-performing party fails to provide or implement the cure plan, then the injured party, in addition to any other rights available to it under law, may immediately terminate this Agreement effective upon giving a written notice of termination to the defaulting party.   10.2    Any termination of this Agreement will not relieve either party of obligations previously incurred pursuant to this Agreement, including payments which may be due and owing at the time of termination.  All sums owed by Customer to Motorola will become due and payable immediately upon termination of this Agreement.  Upon the effective date of termination, Motorola will have no further obligation to provide Services.   10.3     If the Customer terminates this Agreement before the end of the Term, for any reason other than Motorola default, then the Customer will pay to Motorola an early termination fee equal to the discount applied to the last three (3) years of Service payments for the original Term.       SERVICE AGREEMENT   500 W Monroe Street Chicago, IL. 60661 (888) 325-9336    Quote Number    : QUOTE-2877416  Contract Number:  USC000006351 Contract Modifier:  R01-NOV-24 03:15:57    Page 193 of 388 Section 11. LIMITATION OF LIABILITY Except for personal injury or death, Motorola's total liability, whether for breach of contract, warranty, negligence, strict liability in tort, or otherwise, will be limited to the direct damages recoverable under law, but not to exceed the price of twelve (12) months of Service provided under this Agreement.  ALTHOUGH THE PARTIES ACKNOWLEDGE THE POSSIBILITY OF SUCH LOSSES OR DAMAGES, THEY AGREE THAT MOTOROLA WILL NOT BE LIABLE FOR ANY COMMERCIAL LOSS; INCONVENIENCE; LOSS OF USE, TIME, DATA, GOOD WILL, REVENUES, PROFITS OR SAVINGS; OR OTHER SPECIAL, INCIDENTAL, INDIRECT, OR CONSEQUENTIAL DAMAGES IN ANY WAY RELATED TO OR ARISING FROM THIS AGREEMENT OR THE PERFORMANCE OF SERVICES BY MOTOROLA PURSUANT TO THIS AGREEMENT.  No action for contract breach or otherwise relating to the transactions contemplated by this Agreement may be brought more than one (1) year after the accrual of the cause of action, except for money due upon an open account.  This limitation of liability will survive the expiration or termination of this Agreement and applies notwithstanding any contrary provision.   Section 12. EXCLUSIVE TERMS AND CONDITIONS  12.1     This Agreement supersedes all prior and concurrent agreements and understandings between the parties, whether written or oral, related to the Services, and there are no agreements or representations concerning the subject matter of this Agreement except for those expressed herein.  The Agreement may not be amended or modified except by a written agreement signed by authorized representatives of both parties.   12.2     Customer agrees to reference this Agreement on any purchase order issued in furtherance of this Agreement, however, an omission of the reference to this Agreement will not affect its applicability.  In no event will either party be bound by any terms contained in a Customer purchase order, acknowledgement, or other writings unless: the purchase order, acknowledgement, or other writing specifically refers to this Agreement; clearly indicate the intention of both parties to override and modify this Agreement; and the purchase order, acknowledgement, or other writing is signed by authorized representatives of both parties.   Section 13. PROPRIETARY INFORMATION; CONFIDENTIALITY; INTELLECTUAL PROPERTY RIGHTS 13.1    Any information or data in the form of specifications, drawings, reprints, technical information or otherwise furnished to Customer under this Agreement will remain Motorola’s property, will be deemed proprietary, will be kept confidential, and will be promptly returned at Motorola's request.  Customer may not disclose, without Motorola's written permission or as required by law, any confidential information or data to any person, or use confidential information or data for any purpose other than performing its obligations under this Agreement.  The obligations set forth in this Section survive the expiration or termination of this Agreement.   13.2    Unless otherwise agreed in writing, no commercial or technical information disclosed in any manner or at any time by Customer to Motorola will be deemed secret or confidential.  Motorola will have no obligation to provide Customer with access to its confidential and proprietary information, including cost and pricing data.   13.3    This Agreement does not grant directly or by implication, estoppel, or otherwise, any ownership right or license under any Motorola patent, copyright, trade secret, or other intellectual property, including any intellectual property created as a result of or related to the Equipment sold or Services performed under this Agreement.   Section 14. FCC LICENSES AND OTHER AUTHORIZATIONS Customer is solely responsible for obtaining licenses or other authorizations required by the Federal Communications Commission or any other federal, state, or local government agency and for complying with all rules and regulations required by governmental agencies.  Neither Motorola nor any of its employees is an agent or representative of Customer in any governmental matters.   Section 15. COVENANT NOT TO EMPLOY During the term of this Agreement and continuing for a period of two (2) years thereafter, Customer will not hire, engage on contract, solicit the employment of, or recommend employment to any third party of any employee of Motorola or its subcontractors without the prior written authorization of Motorola.  This provision applies only to those employees of Motorola or its subcontractors who are responsible for rendering services under this Agreement.  If this provision is found to be overly broad under applicable law, it will be modified as necessary to conform to applicable law.   Section 16. MATERIALS, TOOLS AND EQUIPMENT All tools, equipment, dies, gauges, models, drawings or other materials paid for or furnished by Motorola for the purpose of this Agreement will be and remain the sole property of Motorola.  Customer will safeguard all such property while it is in Customer’s custody or control, be liable for any loss or damage to this property, and return it to Motorola upon request.  This property will be held by Customer for Motorola’s use without charge and may be removed from Customer’s premises by Motorola at any time without restriction.   Section 17. GENERAL TERMS 17.1      If any court renders any portion of this Agreement unenforceable, the remaining terms will continue in full force and effect.      SERVICE AGREEMENT   500 W Monroe Street Chicago, IL. 60661 (888) 325-9336    Quote Number    : QUOTE-2877416  Contract Number:  USC000006351 Contract Modifier:  R01-NOV-24 03:15:57    Page 194 of 388 17.2     This Agreement and the rights and duties of the parties will be interpreted in accordance with the laws of the State in which the Services are performed. 17.3     Failure to exercise any right will not operate as a waiver of that right, power, or privilege. 17.4     Neither party is liable for delays or lack of performance resulting from any causes that are beyond that party’s reasonable control, such as strikes, material shortages, or acts of God. 17.5     Motorola may subcontract any of the work, but subcontracting will not relieve Motorola of its duties under this Agreement.  17.6     Except as provided herein, neither Party may assign this Agreement or any of its rights or obligations hereunder without the prior written consent of the other Party, which consent will not be unreasonably withheld.  Any attempted assignment, delegation, or transfer without the necessary consent will be void.  Notwithstanding the foregoing, Motorola may assign this Agreement to any of its affiliates or its right to receive payment without the prior consent of Customer. In addition, in the event Motorola separates one or more of its businesses (each a “Separated Business”), whether by way of a sale, establishment of a joint venture, spin-off or otherwise (each a “Separation Event”), Motorola may, without the prior written consent of the other Party and at no additional cost to Motorola, assign this Agreement such that it will continue to benefit the Separated Business and its affiliates (and Motorola and its affiliates, to the extent applicable) following the Separation Event. 17.7     THIS AGREEMENT WILL RENEW, FOR AN ADDITIONAL ONE (1) YEAR TERM, ON EVERY ANNIVERSARY OF THE START DATE UNLESS EITHER THE COVER PAGE SPECIFICALLY STATES A TERMINATION DATE OR ONE PARTY NOTIFIES THE OTHER IN WRITING OF ITS INTENTION TO DISCONTINUE THE AGREEMENT NOT LESS THAN THIRTY (30) DAYS OF THAT ANNIVERSARY DATE.  At the anniversary date, Motorola may adjust the price of the Services to reflect its current rates. 17.8     If Motorola provides Services after the termination or expiration of this Agreement, the terms and conditions in effect at the time of the termination or expiration will apply to those Services and Customer agrees to pay for those services on a time and materials basis at Motorola’s then effective hourly rates. 17.9     This Agreement may be executed in one or more counterparts, all of which shall be considered part of the Agreement. The parties may execute this Agreement in writing, or by electronic signature, and any such electronic signature shall have the same legal effect as a handwritten signature for the purposes of validity, enforceability and admissibility. In addition, an electronic signature, a true and correct facsimile copy or computer image of this Agreement shall be treated as and shall have the same effect as an original signed copy of this document.  Revised Sept 03, 2022 SERVICE AGREEMENT   500 W Monroe Street Chicago, IL. 60661 (888) 325-9336   Quote Number    : QUOTE-2877416  Contract Number:  USC000006351 Contract Modifier:  R01-NOV-24 03:15:57    Page 195 of 388 Cybersecurity Online Terms Acknowledgement    This Cybersecurity Online Terms Acknowledgement (this “Acknowledgement”) is entered into between Motorola Solutions, Inc. (“Motorola”) and the entity set forth in the signature block below (“Customer”).  1. Applicability and Self Deletion. This Cybersecurity Online Terms Acknowledgement applies to the extent cybersecurity products and services, including Remote Security Update Service, Security Update Service, and Managed Detection & Response subscription services, are purchased by or otherwise provided to Customer, including through bundled or integrated offerings or otherwise.NOTE: This Acknowledgement is self deleting if not applicable under this Section 1.  2. Online Terms Acknowledgement. The Parties acknowledge and agree that the terms of the Cyber Subscription Renewals and Integrations Addendum available at http://www.motorolasolutions.com/cyber-renewals-integrations are incorporated in and form part of the Parties’ agreement as it relates to any cybersecurity products or services sold or provided to Customer. By signing the signature block below, Customer certifies that it has read and agrees to the provisions set forth and linked on-line in this Acknowledgement. To the extent Customer is unable to access the above referenced online terms for any reason, Customer may request a paper copy from Motorola. The signatory to this Acknowledgement represents and warrants that he or she has the requisite authority to bind Customer to this Acknowledgement and referenced online terms.  3. Entire Agreement. This Acknowledgement supplements any and all applicable and existing agreements and supersedes any contrary terms as it relates to Customer's purchase of cybersecurity products and services. This Acknowledgement and referenced terms constitute the entire agreement of the parties regarding the subject matter hereof and as set out in the referenced terms, and supersedes all previous agreements, proposals, and understandings, whether written or oral, relating to this subject matter.  4. Execution and Amendments. This Acknowledgement may be executed in multiple counterparts, and will have the same legal force and effect as if the Parties had executed it as a single document. The Parties may sign in writing or by electronic signature. An electronic signature, facsimile copy, or computer image of a signature, will be treated, and will have the same effect as an original signature, and will have the same effect, as an original signed copy of this document. This Acknowledgement may be amended or modified only by a written instrument signed by authorized representatives of both Parties. The Parties hereby enter into this Acknowledgement as of the last signature date below.      Revised Sept 03, 2022    SERVICE AGREEMENT   500 W Monroe Street Chicago, IL. 60661 (888) 325-9336    Quote Number    : QUOTE-2877416  Contract Number:  USC000006351 Contract Modifier:  R01-NOV-24 03:15:57    Page 196 of 388 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Jeff Montgomery Date: 2-25-25 Department: IT/Police Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution Under $5,000 No restrictions Not Required N/A N/A N/A Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A Greater than: Gen Govt - $5,001 Utilities - $10,001 Operational NON-Budgeted Three Council Required Required Gen Govt - $5,001-$30,000 Utilities - $10,001 - $30,000 Operational Budgeted Three Treasurer N/A N/A Over $30,000 Operational Budget* State Bid List or Buying Group Treasurer/Mayor N/A N/A Over $30,000/$100,000 Operational Budgeted Bids Council Required Required Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required *Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases. QUOTES Vendor Name Vendor Quote 1. Motorola – Contract USC000006351 $ 3 year 117978.38 with 39,999.21 due 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? Radio System Coverage 2. What is the total cost of the item or service? 117978.38 3. How many do you need? Click or tap here to enter text. 4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request 5. Vendor Name (Lowest Quote): Motorola 6. Vendor Number: Click or tap here to enter text. 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? 65,000 3. Budget code: Police 50380 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 197 of 388 02/19/2024 Jeff Montgomery Erin Wolfe City of Fairhope 555 South Section Street Fairhope, AL 36532 Re: Recommendation for Sole Source Radio Maintenance The City of Fairhope is the owner of a complex, mission critical communication system, City of Fairhope’s P25 system, that was designed by and purchased from Motorola Solutions (Motorola). This document outlines an approach that we believe is needed to properly maintain and support the City of Fairhope’s P25 communication system and Motorola’s capabilities as the recommended sole source provider. Based on the below information, Motorola stands ready to provide these services on a sole source basis, although Motorola is making no legal representations regarding the City of Fairhope’s P25 communications system obligations to comply with its own procurement rules and regulations. Maintenance and Support Requirements Local Technical Resources Motorola has stringent requirements for their authorized servicers that perform warranty and service work on Motorola communication systems and subscriber equipment. Assessments on technical capabilities and test equipment inventory are required annually. Work is contracted based on the servicer’s experience, training and performance under contract. Continuous training and up-to-date manuals are provided to these service subcontractors to assist with service. For the City of Fairhope P25 communication system, Motorola authorized servicers have the required training and the required test equipment to properly service Motorola communications equipment in the field. Should the local Motorola field technicians have issues supporting our equipment, Motorola has a local staff of dedicated personnel to provide next level support. Motorola also has a network of over 500 authorized service providers whose expertise can be drawn upon to further assist where necessary. It is important that highly skilled local support is available for issues and questions regarding Motorola communications equipment. There must be manufacturer authorized service technicians available to repair, replace, or optimize Motorola communications equipment. The contractor must have an adequate local technical ∙ Page 198 of 388 staff to service Motorola communications equipment during contractually agreed upon hours. These technicians must be knowledgeable and fully informed on the specific design of the City of Fairhope’s communications system. Training is key in being able to deliver adequate and consistent support. The technical resources must be factory-trained and should be able to show proof of this training. This training should cover the specific equipment used in each site. Field System Technicians Motorola System Technologists provide priority assistance to Motorola contract customers to assist in resolving complex system and subscriber issues. These highly skilled technicians have worked on many analog and digital systems and are an important part of the field installation and optimization of Motorola systems. An important part of their duties is to give technical guidance to authorized local servicers. These technicians are privy to proprietary product information and are kept up to date on system and subscriber technology through continuous training. They are made available for priority service to Motorola contract customers for help at their system location. Without a Motorola service contract, there is no guarantee Motorola System Technologists will be available to assist field technicians when an issue arises, and technicians could experience significant delays in receiving their assistance. Motorola believes the expertise offered by these resources is critical to quick resolution of complex issues. At times, issues may be too complex for trained technicians to resolve. When this occurs, experienced system manufacturer technicians must be available (at no extra charge) to provide additional high tier support. These resources should be able to guide and assist local service technicians with complex system issues. They also have knowledge of other like-designed systems and subscriber equipment, are up-to-date on the latest software and hardware, and are aware of critical system characteristics. Other Technical Resources Motorola has a call center available through an 800 number that provides a central point of contact for technical help 7 days per week, 24 hours per day, 365 days per year. This center can dispatch or coordinate other Motorola resources or service providers. They also have the ability to remotely monitor systems, which allows them to proactively resolve many issues before they have a severe impact on the MARCS system. The system technologists in this call center have experience working on issues with Motorola systems every day, which makes them uniquely qualified to provide support for the City of Fairhope’s P25 communications system. They also have a fully equipped laboratory that can duplicate the City of Fairhope’s P25 system configuration, which allows them to replicate issues when necessary for resolution. Finally, they have direct access to development engineers when issues arise that need to be addressed by ∙ ∙ Page 199 of 388 those who designed the Motorola system and subscriber units. The combination of all the above resources for supporting Motorola equipment has been proven to be successful for other customers. Repair Services The City of Fairhope’s P25 communications system equipment will sometimes require repairs. When this happens, The City of Fairhope will want to have minimal downtime due to the issue. It is important that the City of Fairhope’s P25 equipment is serviced to manufacturer specifications, spares are available as quickly as possible, and that the City of Fairhope has confidence that the equipment is properly repaired. When repairs are necessary, Motorola has centralized repair facilities for items that can’t be repaired in the field for mobile, portable, and infrastructure products. The average repair for infrastructure products is around 10 days. Like the other technical resources mentioned above, these depots have direct access to the Motorola development resources. They receive factory training and have access to the most recent product issues and resolutions. No other contractor will have access to this product information that is proprietary in nature at times and available only direct from Motorola. Service Representative A local service representative is assigned to assist The City of Fairhope’s user agencies with resolution of system and subscriber problems as well as provide important information to us when necessary. This representative is the primary contact with The City of Fairhope under the maintenance contract, and the liaison with the Motorola authorized shops servicing Motorola equipment across the state. That service representative is available by telephone (office, cellular and home telephone) and when necessary will provide onsite response at any hour of the day. They are also available to assist in escalating issues to higher levels in the Motorola organization if necessary to resolve an issue with The City of Fairhope's P25 communication system. The representative is a single point of contact for any issue that requires attention and acts as the gateway to other resources within Motorola when needed. Preventative Maintenance Program The contractor should have a preventative maintenance program specifically designed for the unique characteristics of The City of Fairhope's P25 system. Motorola’s service representative creates a comprehensive, customized system support plan that is tailored to the unique needs of The City of Fairhope's P25 communications system. This program clearly outlines responsibilities of each of the service providers, and specifically outlines what is included in each of the services. Public Safety Applications Products and Support Motorola Solutions is a worldwide leader in providing Public Safety Applications products and services. The PremierOne applications contain proprietary software ∙ Page 200 of 388 developed and owned exclusively by Motorola Solutions. To provide complete software maintenance services for these products requires access to Motorola Solutions’ proprietary software source code. No other vendor has access to the Motorola source code and therefore would not be able to service and support the CAD and Mobile solutions in use by The City of Fairhope. Conclusion Based on the The City of Fairhope's P25 communications system specific maintenance needs, the proprietary nature of certain aspects of maintaining the communications system, and Motorola’s unique position as the manufacturer of the The City of Fairhope's P25 system and its subscribers, we believe that Motorola is uniquely well positioned to provide the full range of services required to properly maintain the The City of Fairhope's P25 communications system. The resources, processes, and technology that Motorola possesses makes Motorola a clear choice to be the sole source provider of services for The City of Fairhope's P25 communications system. Sincerely, ∙ Customer Support Manager- Alabama mike.williams4@motorolasolutions.com 205-440-0392 Page 201 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1295 FROM: Nicole Love, Grants Coordinator SUBJECT: Resolution - That the City Council authorizes acceptance of the Department of Housing and Urban Development's (HUD) Community Project Funding (CPF) grant (B-24-CP-1L-0038) of $3,000,000.00 for the Fairhope Airport Industrial Park; and authorizes Mayor Sherry Sullivan to sign all necessary documents. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: Approval BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: HUD CPF 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 202 of 388 RESOLUTION NO. ____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council authorizes acceptance of the Department of Housing and Urban Development's (HUD) Community Project Funding (CPF) grant (B-24-CP-1L-0038) of $3,000,000.00 for the Fairhope Airport Industrial Park; and authorizes Mayor Sherry Sullivan to sign all necessary documents. DULY ADOPTED THIS 10TH DAY OF MARCH, 2025 _____________________________ Jack Burrell, Council President Attest ______________________________ Lisa A. Hanks, MMC City Clerk Page 203 of 388 U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT WASHINGTON, D.C. 20410-1000 OFFICE OF COMMUNITY PLANNING AND DEVELOPMENT Grant Number:B-24-CP-AL-0038 Grantee/Recipeint:H. L. (Sonny) Callahan Airport (CQF) Tuesday, August 27, 2024 Mayor Sherry Sullivan 161 North Section Street Fairhope, AL 36532 H. L. (Sonny) Callahan Airport (CQF) Email: sherry.sullivan@fairhopeal.gov Project:Street, Water, and Sewer Improvements Amount:$3,000,000 Dear Community Project Funding Grantee, HUD Grant Officer Eileen M. Barnhard / Eileen.M.Barnhard@hud.gov HUD System Officer:Janai C. Streat / Janai.C.Streat@hud.gov HUD Regional Environmental Officer:Jose Cedeno Maldonado / Jose.A.Cedenomaldonado@hud.gov In the Consolidated Appropriations Act, 202 4 (Public Law 118-42) (the FY2024 Act), and the Further Consolidated Appropriations Act, 2024 (Public Law 118 -47) (the Further FY2024 Act) Congress made $3,290,054,336 in funding available for Community Project Funding (CPF). These CPF awards are administered by the Department of Housing and Urban Development (HUD). HUD received the information below about your project from Congress. A Grant Number has been added and will be the unique identifier for your project throughout the grant process. This letter outlines initial grant award requirements and information needed from you to get started. This Grant Award Package also includes: The “FY2024 Community Project Funding Grant Guide” (FY2024 CPF Grant Guide), the template for your FY2024 Community Project Funding Grant Agreement, and the forms required to complete and submit information online to populate before we sign your FY2024 CPF Grant Agreement. A brief overview of these documents is below: 1) FY2024 CPF Grant Guide: The FY2024 CPF Grant Guide provides instructions for completing the requested information and filling out the required administrative forms to initiate your FY2024 CPF Grant Agreement. Please refer to this document as it includes important information and forms for accessing the online system (DRGR), as well as other information concerning reporting requirements. Page 204 of 388 2) FY2024 CPF Grant Agreement for this Award : The FY2024 CPF Grant Agreement specifies the applicable statutory provisions, regulations, and administrative requirements for this award. Please make sure all grantee information and award -specific information is entered completely and accurately before signing this Agreement. When you submit your grant materials on our DRGR Grant Processing Module it will create your customized FY2024 CPF Grant Agreement. 3) Standard Forms and Required Materials: The following forms will be needed: a. Form HUD-1044, Assistance Award/Amendment Form (Attached) b. Standard Form–424 Application for Federal Assistance (in the online system) c. SF-424-B, Assurances for Non construction Programs, and/or SF-424-D, Assurances for Construction Programs (in the online system) d. SF-LLL Disclosure of Lobbying Activities (as applicable in the online system): https://www.grants.gov/forms/forms -repository/sf-424-family e. SF-1199A - Direct Deposit Sign-Up Form: https://www.gsa.gov/system/files/SF1199A - 20.pdf The form is to be completed by the grantee and grantee’s financial institution. Grantees will need to submit the completed form and upload to DRGR. Grant Award Process Overview Below is a step-by-step walk-through of the process and necessary documents and forms to execute your FY2024 CPF Grant Agreement. This process and the forms are also available in the FY2024 CPF Grant Guide, which can also be found on the program’s webpage at: https://www.hud.gov/program_offices/comm_planning/edi -grants/FY_2024 on HUD.gov and on this webpage https://www.hudexchange.info/programs/cpf/ on the HUD Exchange. 1. Grantees should review the Grant Award Package documents. 2. Grantees should initiate or complete the HUD environmental review. 3. Grantees gather all required information and submit to HUD using the online system DRGR. 4. HUD provides access to DRGR system to access the Grant Processing Module to submit required information, answer questions, and upload documents. Once all required information is submitted online HUD will review the completed grant materials submitted. 5. HUD staff will review the information and documents for completeness. If there are any deficiencies the corrections and/or clarifying questions will be shared with the grantee for correcting or answering the clarifying questions. If not, HUD staff will submit the package internally for a second level review. Then, the Acting Director for the Congressional Grants Division will review the grant package. Finally, your Grant Agreement will be executed. 6. HUD will notify the grantee that their FY2024 Grant Agreement has been fully executed and will share additional materials with the grantee to complete to begin the payment processing activities to receive your funds. Page 2 Page 205 of 388 Training and Tools FY2024 CPF Onboarding Event: This event will take place in September. We will review this letter and grant award package materials along with sharing next steps and how to sign up for a cohort. The event will be recorded and shared online after the event. FY2024 CPF Grantee Cohorts: This provides you and your staff the opportunity to register for a four-part training for how to prepare your grant materials and submit them online. Information about the registration will be shared via email and during the FY2024 CPF Onboarding Event. FY2024 CPF Grantee Webinar Series: This provides you and your staff with information about the regulations, requirements, and processes for your grant. Information about the registration for the webinar series will be shared via email and during the FY2024 CPF Onboarding Event. FY2024 CPF Grantee Online HUD Exchange Resources : This website page includes general information and your specific Fiscal Year information along with links to past and future technical assistance opportunities. The site is also used for you to register for our listserv and for communicating updates to you and those on the listserv. Overview of Requirements CPF grants are subject to several Federal requirements. HUD will provide additional information and further clarification regarding applicable requirements and the grant award process in upcoming webinars and additional technical assistance. The most essential requirements include: 1) Administrative Requirements: CPF grants are subject to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200). 2) HUD Environmental Review Requirements: EDI/CPF grants, like all projects funded by HUD, are subject to requirements under the National Environmental Policy Act (NEPA), HUD’s NEPA-implementing regulations at 24 CFR Part 50 or 24 CFR Part 58, and appropriate federal environmental and historic preservation laws, regulations, and Executive Orders. • To be eligible, activities and expenses must comply with applicable Federal requirements. This includes administrative requirements under 2 CFR Part 200, environmental laws, statutes and Executive Orders, and other “cross -cutting” federal requirements adhered to by HUD. • If the environmental review is being conducted by a local government responsible entity under Part 58, a Request for Release of Funds and Certification must be approved by HUD, as applicable. If the environmental review is being completed by HUD under Part 50, the environmental review must be approved and certified by HUD. Page 3 Page 206 of 388 • HUD defines the “Federal Nexus” for a program or project as the event that triggers the requirements for federal environmental review under a host of laws, regulations, and Executive Orders, including the prohibition on choice limiting actions. • For FY2024 grants, the date of the Act's enactment (March 9, 2024) is the federal nexus for compliance with all environmental laws. Once a project is federalized, in keeping with the National Environmental Policy Act (NEPA) and HUD’s NEPA -implementing regulations at 24 CFR Part 50 or 24 CFR Part 58, environmental reviews must be completed, and all necessary HUD approvals must be obtained prior to taking any choice limiting actions, such as acquisition, construction, ground disturbance, and entering into contracts. • Further explanation and guidance on choice limiting actions and the environmental review process, including historic preservation review, is included within the CPF Grant Guide and on the program’s webpage at: https://www.hudexchange.info/programs/cpf/. • Some projects may already be underway at the time of federal nexus and while it is still best practice to stop all work after the federal nexus before the environmental review is complete for EDI/CPF projects that are already underway at time of federal nexus, grantees are allowed to perform activities after the federal nexus, but only for activities which are part of a pre-nexus contract that obligates them to do so. However, grantees would be doing so at their own risk, as any activity performed, or proposed to be performed, after the federal nexus must be included in the project scope of a satisfactory environmental review to be reimbursable. • A satisfactory review must show that the project activities will not result in unmitigable environmental harm and must not preclude consultation with the appropriate environmental authorities such as the State Historic Preservation Office (SHPO). Environmental authorities may refuse to consult if physical impacts are made to a site before consultation. • HUD conducted a nationwide environmental review for FY24 EDI/CPF soft costs to clear activities such as administrative, planning, and operations and maintenance costs (including costs to prepare an environmental review). After execution of the Grant Agreement, eligible soft costs can be incurred after March 9, 2024 (see 2 CFR 200.403). Eligible hard costs can be reimbursed if incurred after a full environmental review is completed (see 2 CFR 200.403). • HUD Environmental Officers: https://www.hud.gov/sites/dfiles/CPD/documents/Community -Project-Funding-Portfolio- Assignments.pdf. If you, or your staff, have any questions regarding how to complete or submit the requires documents, please feel free to contact your Grant Officer or System Officer. Please note while your Grant Officer may change over time, we have a team approach to managing your project. Please include your grant number and project in all email correspondence. We look forward to working with you on this important project! Sincerely, Nadab Bynum Acting Deputy Assistant Secretary for Economic Development Page 4 Page 207 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1314 FROM: Richard Johnson, CITY ENGINEER Nicole Love, Grants Coordinator SUBJECT: The City Engineer, Richard Johnson, and the Grants Coordinator, Nicole Love, are requesting to find a qualified firm to provide professional environmental assessment related to the implementation of the U.S. Department of Housing and Urban Development (HUD) Community Project Funding (CPF). This Environmental Assessment is for the development of an Airport Industrial Park located at 8600 County Road32, Fairhope, AL. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: To approve the selection of an engineering firm by the evaluation team for professional engineering services for Airport Industrial Environmental Assessment and authorize Mayor Sullivan to negotiate the not-to-exceed fee to be approved by Council. BACKGROUND INFORMATION: A Request for Qualifications was issued on January 3, 2025, posted to the City of Fairhope’s website, and advertised in three (3) statewide newspapers and Gulf Coast Media for three (3) weeks. Seven (7) responsive proposals were received at the bid opening on January 30, 2025 at 2:00 p.m. The proposals were evaluated by four (4) City of Fairhope staff and one (1) member of the Airport Authority (see attached Evaluation Score Sheet). The recommendation by the City Engineer and the evaluation team is to hire Volkert, Inc. for this project. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: N/A Page 208 of 388 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 209 of 388 RESOLUTION NO. ____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City Council approves the selection by the Evaluation Team for Professional Engineering Services for (RFQ PS25-011) for the Airport Industrial Park Environmental Assessment to Volkert, Inc.; and hereby authorizes Mayor Sherry Sullivan to negotiate the not-to-exceed fee to be approved by Council. DULY ADOPTED THIS 10TH DAY OF MARCH, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 210 of 388 Page 211 of 388 Page 212 of 388 Page 213 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1308 FROM: Nicole Love, Grants Coordinator SUBJECT: Resolution - That the City Council authorizes submission of the Gulf of Mexico Alliance's (GOMA) Increasing Participation in the Clean and Resilient Marina Program Grant in the amount of $17,000.00; and authorizes Mayor Sherry Sullivan to sign all required grant application documents. The funding will be used to purchase educational signage, fuel dock spill equipment, green clean supplies for slip holders, and a weather station. These items were suggested during the Clean Marina certification inspection. No match is required. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: Approval BACKGROUND INFORMATION: In 2023, the Mississippi-Alabama SeaGrant performed the Clean Marina inspection on the Fairhope Marina. The inspection went well and they only had a few suggestions toward certifying the Marina as a Clean and Resilient Marina. Since then, there has been some staffing changes and some other challenges that needed immediate actions and the Clean Marina certification had been put on hold. Fortunately, the Gulf of Mexico Alliance released a funding opportunity to specifically for items related to Clean Marina which provides us an opportunity to apply for the needed suggestions and complete this certification. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: GOMA Increasing Participation in the Clean and Resilient Marina Program Page 214 of 388 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 215 of 388 RESOLUTION NO. ____ AUTHORIZING THE SUBMISSION OF A GRANT APPLICATION TO THE GULF OF MEXICO ALLIANCE BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council authorizes submission of the Gulf of Mexico Alliance's (GOMA) Increasing Participation in the Clean and Resilient Marina Program Grant in the amount of $17,000.00; and authorizes Mayor Sherry Sullivan to sign all required grant application documents. The funding will be used to purchase educational signage, fuel dock spill equipment, green clean supplies for slip holders, and a weather station. These items were suggested during the Clean Marina certification inspection. No match is required. DULY ADOPTED THIS 10TH DAY OF MARCH, 2025 _________________________________ Jack Burrell, Council President Attest: ________________________________ Lisa A. Hanks, MMC City Clerk Page 216 of 388 1 Applicant Information Organization Name: Organization Mailing Address: Street City, State, Zip Code Tax ID Number: UEI: Authorized Signatory Name and Title: Phone: Email: Duration (period of performance): Estimated number of months Budget Total Amount $ Project Team Project Lead (Primary Contact at Applicant Organization): Position/Title: Phone: Email: Certification Statement I certify that my organization and its Project Lead(s) have the institutional, managerial, and financial capability to preform the scope of services proposed; have established safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain; will initiate and complete the work within the applicable time frame; have and will maintain an active registration in SAM.gov; are not currently debarred or suspended; and will comply with all applicable requirements of Federal laws, executive orders, regulations and policies governing this project. Certification Statement Signature: Page 217 of 388 2 Proposal Description – Page 1 of 4 Proposal description, including any collaborating organizations, qualifications, work to be performed, detailed experience, qualifications, understanding of work to be performed and any applicable certifications. Attach resumes of staff to be assigned to the project team. Page 218 of 388 3 Proposal Description – Page 2 of 4 Page 219 of 388 4 Proposal Description – Page 3 of 4 Page 220 of 388 5 Proposal Description – Page 4 of 4 Page 221 of 388 6 Proposal Budget Please provide budget justification in the space below Salary $ Fringe $ Travel $ Supplies $ Equipment $ Contractual $ Other Direct Costs $ Indirect* $ TOTAL $ *Indirect costs must be supported with IDC rate cost letter. Budget Justification Salary Fringe Travel Supplies Equipment Contractual Other Direct Costs Indirect* Please use additional pages as required. Page 222 of 388 Fairhope Docks Marina Preliminary Clean and Resilient Marina Program Report February 17, 2023 The purpose of this report to provide recommendations that must be addressed before providing the final designation as a Clean and Resilient Marina Program. Once all recommendations are addressed the formal designation as a Clean and Resilient Marina will be made. Included in this report are also suggestions that the marina should consider. After recommendations are addressed, photographs should be provided. Alternatively, one or more members of the inspection team can make a follow-up in-person inspection. Fairhope Docks Marina located along Seaside Dr. in Fairhope is primarily a 60+ wet slip municipal marina. Mr. Sean Saye, the marina manager, was an excellent host and clearly very knowledgeable on how to operate a an environmentally sustainable marina. The inspection team used the Clean and Resilient Marina Checklist and referenced the Clean and Resilient Marina Guidebook. At least 80 percent of applicable indicators within each of the 11 sections are required to be “yes” answers in order to pass each section. Section 1 notes-Design: applicant states parking lot area is under construction from H. Sally. There are several areas that need attention where no or little rock is locate d. Recommendation: Plant a grass swell along bulkhead plant a grass swell or native vegetation to reduce sediment runoff into the water. If that area along bulkhead is going to be parking, would suggest gravel and a 3 –6-foot distance plantings of native vegetation. This would help with stormwater runoff of sediment and erosion along bulkhead. This Green Infrastructure Toolkit may provide you with some ideas on how green buffers can be installed. Section 2 notes-Resilient Marina: as part of the city of Fairhope they follow the cities EM Plan - states in lease in cone of uncertainty (Cat1) evacuation of marina, those not evacuat ing will be liable for damages and must hold $500k liability on insurance policy and list the marina. Suggestion: Install a weather station to help gathering data that could be used in future hazards, record wind speeds. Suggestion: Install high water marks for educational purposes and keep a log of past storms to assist in storm prep and think about including that information into storm planning. Section 3 notes-Emergency Planning: update SPCC every 5 years currently working on update. All city employees- 3 permanent and when need up to 10 from Parks/Rec., Harbormaster and deckhand part of leadership team. Recommendation: Update marina employee handbook to include training on coastal hazards, ex power pedestal extraction and shutting down power to facility. Page 223 of 388 Recommendation: Implement annual emergency training drills for staff. Recommendation: Review the marine for ADA compliance (e.g. wheelchair access and signage. Section 4 notes-Evacuation: through city they have an evacuation plan and it is listed in lease Recommendation: Provide training or offer proper tied down for boats for staff and boaters, make boaters aware of evacuation procedures. Suggestion: Annually (prior to storm season) conduct a drill that will serve as a training and help with estimating the time it would take to remove or secure equipment that is included in the evacuation plan. Section 5 notes-Sewage: have a pumpout, $5 per pump and has a requirement within the lease. They do not keep a log but there is a counter on the pump. Recommendation: Maintain log that records pumpout and gallons pumped. That information may be useful information to show how many gallons of sewage could be going into the water without pump out services or educate on being a responsible boater. Recommendation: Bathrooms could have been cleaner the toilet nor sink basin was clean. Recommendation: Very little signage, partly due to ongoing construction. Provide appropriate signage for restrooms, pump-out instructions and what to do when an emergency occurs. Post emergency contact information at docks also. Section 6 notes-Fuel: SPCC Plan located in office, regularly inspected as part of daily SOP’s, they do not allow boaters to engage fueling station but do allow them to fuel their own boats while watched by staff, staff wipe down area. Recommendation: No boom located on site because of procurement issue. Identify a backup plan for securing boom when an incident uses all the boom available at the Marina. Suggestion: Include weekly/monthly inspection of boom and absorbents so if low will know when you need to reorder. Section 7 notes-Solid Waste: facility doesn’t handle a lot of waste, there were a sufficient number of trash cans with lids. No fish cleaning, some on site boat cleaning. Recommendation: Encourage green cleaners for on-site boat washing would encourage green cleaners and provide list of appropriate cleaners. Suggestion: Create BMP’s for recycling waste and boat cleaning. Section 8 notes-Vessel Cleaning: Said they didn’t allow pressure washing but a boater was on site pressure washing boat. No maintenance as part of lease. Doesn’t offer MSD inspections but mentioned trying to get city to include in new leases. Page 224 of 388 Recommendations: BMP’s for boat cleaning using green cleaners, encourage inspection of MSD and bilge area and to include educational outreach on the importance of boom within the bilge. Include signage (visuals)for proper boat cleaning. Section 9 notes-Storm Water: City storm water plan, no stormwater infrastructure on site. They do have plans for green space and vegetated areas in future expansion. Scored below 75 Recommendation: Limit paved areas and use gravel and grass or native vegetation along docks, several areas the sand was spilling over the docks into the water and along the bulkhead severe wash was occurring around power pedestals and behind bulkheads. Installing taller vegetation and lower ground cover will help with gravel and sand into water and serve as a barrier between parking lot and docks it will also improve the aesthetic of the marina making it more inviting and help with natural erosion. Section 10 notes-Marina Staff: Employee handbook and staff trained on site and as part of city staff. Scored below 75 Recommendation: Log of trainings that are held with staff or set a schedule that once a quarter you go over safety procedures and the beginning of hurricane season go over evacuation and emergency preparedness plan. Keep employee handbook updated. Make visible outside the marina on docks or a central location an information board with hours and contact numbers. Include in emails or letters environmental education or outreach on marina rules and regulations for pump outs, boat cleaning, hurricane season. Create a list of marina tidbits that would increase outreach and education for boaters. Suggestion: Add emergency contact numbers to signage. In the future expand signage to include wildlife and flora that they may see around the marina. Section 11 notes- Marina Boater: They have a bulletin board and boating sheets located within office, but they are not up to date. Recommendation: Include in SOP to once a month update the bulletin board. Post signage about marina rules, ex. fueling and pump out procedures. Signage around fueling or pump out was non-existent. Suggestion: There were no safety ladders located at end of docks, and on some docks, lines (electrical and rope) were across the docks creating a trip hazard. There were no signs telling you where the restrooms are located along with adequate signage for ADA. There were also no barriers along main docks and fueling docks to prevent wheelchairs, wheel barrels, trolleys, ice chest or other rollable items that could become misguided and fall into the water. Review team who conducted the inspection 1. Ms. Rhonda Price, Director Office of Restoration and Resiliency Mississippi Department of Marine Resources Page 225 of 388 2. Mr. Rusty Grice, Aquaculture Specialist, Auburn University 3. Mr. Steven Deal, Coastal Planner, Mississippi-Alabama Sea Grant Consortium 4. Dr. Stephen Sempier, Deputy and Outreach Director, Mississippi-Alabama Sea Grant Consortium 5. Dr. LaDon Swann, Director, Mississippi-Alabama Sea Grand Consortium Page 226 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1296 FROM: Richard Johnson, CITY ENGINEER SUBJECT: Resolution - That the City Council authorizes acceptance of an Alabama Transportation Rehabilitation and Improvement Program-II (ATRIP-II) grant in the amount of $2,000,000.00; and authorizes Mayor Sherry Sullivan to sign all necessary documents on behalf of the City. The funding will be used to construct dedicated turn lanes on Volanta Avenue at the intersection with Greeno Road, acceleration and deceleration lanes on Greeno Road and signalization of the two roads. The City's share of the project will be $389,678.73 for preliminary engineering, construction costs beyond grant funding and utility relocates. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: Approval BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 103-55840 Capital Projects - Paving $200,000.00 $389,678.73 ($189,678.73) FY25 Budget included $200,000.00 for estimated amount of City's portion of Volanta intersection upgrade. Cost of $389,678.73 represents 16.3% of project total. Authorize Treasury to transfer $189,678.73 from General Fund to Capital Projects for budget shortage. GRANT: ALDOT ATRIP-II Page 227 of 388 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 228 of 388 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council authorizes acceptance of an Alabama Transportation Rehabilitation and Improvement Program-II (ATRIP-II) grant in the amount of $2,000,000.00; and authorizes Mayor Sherry Sullivan to sign all necessary documents on behalf of the City. The funding will be used to construct dedicated turn lanes on Volanta Avenue at the intersection with Greeno Road, acceleration and deceleration lanes on Greeno Road and signalization of the two roads. The City's share of the project will be $389,678.73 for preliminary engineering, construction costs beyond grant funding and utility relocates. DULY ADOPTED THIS 10TH DAY OF MARCH, 2025 ___________________________ Jack Burrell, Council President Attest: ______________________________ Lisa Hanks, MMC City Clerk Page 229 of 388 Page 230 of 388 Page 231 of 388 Alabama Transportation Rehabilitation and Improvement Program-II Fiscal Year 2025 Project Application City of Fairhope, Alabama A. Sponsoring Agency (provide for each applicant, if multiple sponsors) Sponsor Entity: City of Fairhope, Alabama Official: Honorable Sherry Sullivan Title: Mayor Address: P.O. Drawer 429; Fairhope, AL 36533 Phone: 251-928-8003 Email: sherry.sullivan@fairhopeal.gov Project Manager: Richard D. Johnson, PE Title: City Engineer Address: 555 S. Section St.; Fairhope, AL 36532 Phone: 251-928-8003 Email: richard.johnson@fairhopeal.gov B. Describe in detail the proposed project improvements. Identify the points of origin, destination, intermediate points of access and any railroad crossings. If coordination with the railroad is required, provide the name of the railroad and a cost estimate for this item of work. The proposed project would entail the addition of dedicated turn lanes (left and right) to Volanta Avenue at the intersection with Greeno Road (a.k.a. U.S. Highway 98), acceleration and deceleration lanes on US Hwy 98 and signalization of the intersection of the two roads in Fairhope, AL. This would be a symmetrical widening for the east bound approach on Volanta Avenue. The work will include, but not limited to grading, drainage, base and paving to widen the approach to add a three-lane section (proposed 11' lane widths) with a dedicated left-turn and right-turn. In addition, south bound deceleration and acceleration lanes on US Hwy 98 approaching and departing the intersection and new mast arm structures, signal heads and controls The new signals will be designed and installed to be fully compatible with the existing Adaptive ITS System controlling the US Hwy 98 corridor. There is a high-confidence that existing ROW extents can contain all proposed improvements – thus no ROW acquisition is proposed and utility relocates appear minimal. The attached cost estimate includes cost for these project activities if warranted by the design. It is understood that Utility Relocates and/or adjustments are a non-eligible expense and the City (owner of its utilities) would bare all costs of utility relocates – direct expense or “in- kind”. No railroads exist in Fairhope, thus no consideration is required. C. Describe the benefits provided to the traveling public, impacts to economic growth, promotion of public safety and overall stability to the State from the proposed project. Page 232 of 388 The Volanta Avenue and U.S. 98 intersection is a significant east-west roadway (Major Collector) that serves northern commercial, residential and recreational land uses. By adding turning/acceleration/deceleration lanes and signalizing the to the intersection of Volanta Avenue and US Hwy 98, it would provide a safe and high-functioning ingress and egress for all commuters. Additionally, Volanta Avenue is a major collector of citizens traveling to work from the northern third of the city. Free-flowing traffic would be a boon to economic development to and from residences and work. Located at the northwestern corner of this intersection is the City’s largest recreational facility. Volanta Sports Park and Recreation Center contains the municipal stadium, baseball fields, disc golf course, pools, gyms, classrooms and recreational offices. The Municipal Stadium is home to middle, Freshman, JV, Varsity and Semi-Pro Football. These sports events generate extreme traffic demand involving thousands of spectators. These intersection improvements with signalization will greatly improve the traveling publics interaction and use of this major recreational facility. Traffic safety and function within the already-developed area would be greatly improved by the proposed geometric modifications and signalization. D. Identify the funding plan for advancing preliminary engineering (PE) for the proposed project (performed as part of project cost or at no cost to the project) and the status of any coordination efforts through ALDOT related to the PE. The City of Fairhope proposes to cover 100% of the Preliminary Engineering. The City is willing to carry all the upfront PE costs and apply that as “in kind” towards the overall project match. The Survey, Geotech and Design is estimated at $193,250.50. The City is proposing to advance the PE at no cost to the project and it is proposed that the PE review by ALDOT be a shared grant cost. This PE review cost is set at a not-to-exceed 2% of the overall project cost, up to a maximum of $20,000.00. The City has participated in preliminary discussions about the Project with personnel from ALDOT’s Southwest Region. ALDOT leadership has reacted favorably and appeared to support the City sponsorship of this project. Heavy coordination will be required in the planning and design phase and the upgraded signals will need to be seamlessly integrated into the existing US Highway 98 Signal network. E. Identify any cultural or environmental resources potentially impacted by the project, include detailed time frames and costs associated with coordinating through the State Historic Preservation Office, U.S. Fish and Wildlife Service, U.S. Army Corps of Engineers, U.S. Coast Guard or any other effected resource agency. No environmental resources will be impacted by the project. Initial study has identified no impacts to or compliancy issues with the State Historic Preservation Office, U.S. Fish and Wildlife Service, U.S. Army Corps of Engineers, U.S. Coast Guard or any other resource agency. The location of the project is a gateway northern territory of the City. All existing rights-of-way have been impacted by earlier development. No work is anticipated outside of prior developed extents. Investing in the infrastructure would contribute greatly to increase traffic safety and function for this area of the community. Page 233 of 388 F. Identify any potential bridge(s) to be impacted and data on existing structures, including bridge inventory number (BIN), posting status (if applicable) and most recent sufficiency score with date of last inspection. Provide a cost estimate associated with this item of work, if applicable. There are no bridges within the extents of proposed construction – Not Applicable. G. Identify any potential new bridge(s) required as part of the proposed project and the status of the hydraulic analysis, if available. Provide a cost estimate associated with this item of work, if applicable. Not applicable. H. Provide a narrative on the status of available right-of-way (ROW) to accommodate the proposed project, or if ROW acquisition (including easements/permitted work on property of another entity) may be required. Any potential costs should be provided in a detailed estimate included with this application. Preliminary geometric layout indicates there is more than sufficient existing ROW to contain all proposed improvements. It has been determined, pre-application, that no additional ROW is required to accommodate lane widening and signalization. Budget includes no ROW acquisition placeholder cost. There should be no issues concerning the Relocation Assistance and Real Property Acquisition Policies Act of 1970 (Uniform Act) – US Hwy 98 is a Federal/State route and compliance documentation is on file with ALDOT; Volanta Avenue ROW predates the 1970 Act. I. Provide a detailed preliminary pay item estimate of the total project cost (utilizing ALDOT pay item numbers for construction phase of work), the amount of ATRIP-II funds requested (not to exceed $2,000,000.00 for FY2020) and the amount of any other funds applied to the project. Additional funding sources used to supplement requested ATRIP-II funding are not required. The ATRIP-II Committee has discretion to determine the significance of included additional funding sources, where applicable. See attached detailed Estimate of Probable Costs (Appendix D) – Project Cost are as proposed: Preliminary Engineering (Per Mott-McDonald) – City Funded (Survey, Design, ROW, Utility, Traffic Geotech) $ 193,250.49 ALDOT PE Review – ATRIP-II Funded $ 20,000.00 Utility Relocation (Estimated-Placeholder) – City Funded $ 125,000.00 Construction w/Contingency (See Detail) – ATRIP-II Funded $1,783,850.64 CE&I (15% of Construction) – ATRIP-II Funded $ 267,577.60 Project Total - $2,389,678.73 City Participation (16.3% of Project Total) $ 389,678.73 2022 ATRIP II Grant (83.7% of Project Total) $2,000,000.00 Page 234 of 388 J. Provide traffic data (including what year the data was acquired), truck percentage and any projected increase/change in traffic related to the proposed improvement. See attached Traffic Counts from ALDOT website – data for 2022 and 2023 shown, including percentage of truck traffic. No immediate increase in traffic (AADT), however anticipate improvement in Level of Service (L.O.S.) due to decrease in stacking delays. K. Provide crash data and date of the information, if available. Within the last reporting five years, there has been ten (10) reported crashes at or about this intersection. Alabama Uniform Traffic Crash Reports are included in Appendix F. L. Modifications to existing traffic signal(s) or inclusion of new traffic signal(s) must include a traffic signal study with eligibility to be determined by ALDOT. Mr. Adam Spence, P.E., Traffic Engineer with ALDOT – Southwest Region conducted the initial traffic analysis for the intersection in the Fall of 2021. The analysis reflects the operational benefits of making this intersection a signalized intersection. The results from traffic model renderings for both the existing and proposed intersection conditions were completed. Volanta Avenue is currently a controlled stop at its intersection with US-98 which currently operates at a level of service F. With the addition of traffic signals, this level of service would be upgraded to a C therefore greatly reducing intersection delay, specifically on the minor street approaches. In the Fall of 2023, Mr. Connor Griffin, PE, Traffic Engineer with ALDOT, updated the original analysis. His complete report is in Appendix G. M. Provide any documentation related to racial and ethnic diversity coordination by the sponsor entity. The City of Fairhope currently is working with all the citizens of Fairhope through a serious of stakeholder and urban planning outreach meetings. Ultimately, this process will culminate in a new comprehensive Land Use and Development Plan for the City. This plan has a heavy emphasis on community recreational opportunity and accessibility, especially for the underserved populations of the City. Sports on the competitive and recreational level, is the great equalizer. This improvement is within the centroid of the recreational Community and has broad support by our Citizens. N. Describe the life expectancy of the project. Identify the agency responsible for maintenance and the funding source providing for maintenance efforts. The normal life expectancy of the various components are: asphalt wearing 10-15 years, striping and markings 5-7 years, concrete at grade structures (sidewalks & curbing) 25+ years, drainage structures 35-50 years, signal heads and components 15 years and signal structures 25 years. The City of Fairhope is already in a Signal Maintenance Agreement with ALDOT for the regular and nonscheduled maintenance of the signals, controls and components. We reimburse the work performed by ALDOT through an established SWA account. For the maintenance of the non-state roadways the City and/or the County’s Public Works Maintenance Section performs these duties with monies budgeted from the annual General Fund. Resurfacing is handled by capital projects. Page 235 of 388 O. Provide any additional comments the sponsor wishes to be considered. If ATRIP-II funds are awarded for this purpose, the City will be responsible for the local share funds of up to $389,678.73 (16.3% of the overall project cost) including any and all utility relocates. The City is committed to completing this project and will be responsible for providing long-term maintenance of the new facilities. We appreciate your consideration of this request. This is a very worthy and much needed project. In addition, the City of Fairhope is committed highly functioning and safe roadway systems. If awarded, we will study and evaluate the intersection holistically, including all links and nodes, to produce the best possible improvements to the roadway network. These studies and warrants and other consideration will be part of the projects Preliminary Engineering. P. Attach any supporting photographs, maps, drawings, or plans necessary to support the project application (all in color). See attached color photos of the intersection in the appendix. All applications must be submitted electronically no later than 5:00 pm on November 15, 2024. New this year applications should be sent in through https://aldot.submittable.com/submit. Any questions can be sent to atrip2app@dot.state.al.us or williamsle@dot.state.al.us Applicant will receive a confirmation email once an application is submitted. If you do not receive a confirmation, please contact LeeAnn Williams at 334-242-6020 to ensure receipt of the application. Page 236 of 388 APPENDIX A. Project Locator Map B. Resolution 4593-22 - Support of Application and 17.5% of Total Project Contribution C. Conceptual Turn/Acceleration/Deceleration Lane Geometric Layout D. Detail Estimate of Probable Cost of Design, ROW, Utilities, Indirect Costs, Construction & CEI E. Traffic Data F. Accident/Crash Data G. Traffic Signal Study Analysis – ALDOT Southwest Region H. Intersection Photographs I. Letters of Support Page 237 of 388 Appendix A – Locator Map Page 238 of 388 Appendix B – City Council Resolution Page 239 of 388 Appendix C – Conceptual Geometric Layout Page 240 of 388 Appendix D – Project Cost Estimate 1 of 2 Page 241 of 388 Appendix D – Project Cost Estimate 2 of 2 City will cover 100% of the Cost of PE (Survey, Geotech and Design), Utility Relocation and cost beyond Grant maximums – Estimated at $389,678.73 Page 242 of 388 Appendix E – Traffic Count Data Page 243 of 388 Appendix F – Accident/Crash Data – 27 Pages Page 244 of 388 Page 245 of 388 Page 246 of 388 Page 247 of 388 Page 248 of 388 Page 249 of 388 Page 250 of 388 Page 251 of 388 Page 252 of 388 Page 253 of 388 Page 254 of 388 Page 255 of 388 Page 256 of 388 Page 257 of 388 Page 258 of 388 Page 259 of 388 Page 260 of 388 Page 261 of 388 Page 262 of 388 Page 263 of 388 Page 264 of 388 Page 265 of 388 Page 266 of 388 Page 267 of 388 Page 268 of 388 Page 269 of 388 Page 270 of 388 Appendix G – Traffic Signal Analysis – 3 Pages Page 271 of 388 Page 272 of 388 Page 273 of 388 Page 274 of 388 Page 275 of 388 Page 276 of 388 Page 277 of 388 VEIW TO THE WEST – On Volanta Ave looking away from the intersection with US98 VEIW TO THE EAST – On Volanta Ave looking towards the intersection with US98 Appendix H – Intersection Photos – 3 Pages Page 278 of 388 VEIW TO THE NORTH – On US Hwy 98 looking towards the intersection with Volanta Ave VEIW TO THE SOUTH – On US Hwy 98 looking towards the intersection with Volanta Ave Page 279 of 388 VEIW TO THE NORTHWEST – Across US Hwy 98 at the Intersection with Volanta Ave VEIW TO THE WEST – Across US Hwy 98 at the Intersection with Volanta Avenue Page 280 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1302 FROM: Richard Johnson, CITY ENGINEER SUBJECT: City Engineer, Richard Johnson, is requesting the procurement of professional landscape architectural services for the full redevelopment and restoration of the Corner near Julwins (formerly Bancroft Corner). AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: To approve negotiated not-to-exceed amount of $36,531.00 for this project and allow the Mayor to execute a contract with Christian Preus Landscape Architect. BACKGROUND INFORMATION: The City Engineer is seeking to procure a professional landscape architecture firm for the full redevelopment and restoration of the Corner near Julwins (formerly Bancroft Corner), the small park at the corner of Bancroft and Fairhope Avenue. The work to be performed is for professional landscape architecture services associated with the project, which will include the following: 1. Site Development Plans 2. Bidding and Construction Phase The Mayor and the City Engineer would like to establish a not-to-exceed amount for Professional Engineering Services of Thirty-Six Thousand Five Hundred Thirty-One Dollars ($36,531.00). Previous Actions: Resolution No. 5114-24 approved the negotiated fees and to execute the contract to hire Christian Preus Landscape Architect to provide a preliminary vision and budget for this project. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 103-55825 Special Recreation Projects $36,531.00 $36,531.00 $0.00 Page 281 of 388 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 282 of 388 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Christian Preus Landscape Architect for Professional Architectural Services for the Redevelopment and Restoration of the Corner near Julwins (formerly Bancroft Corner) (RFQ PS25-022) with a not-to-exceed amount of $36,531.00. ADOPTED ON THIS 10TH DAY OF MARCH, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 283 of 388 January 14, 2025 City of Fairhope (Client) Attn: Mr. Richard Johnson, PE Regarding: Creamery Corner – Full Service LA Proposal Dear Richard: Thank you for considering Christian Preus Landscape Architecture, PLLC (CPLA) for the site development plans, as well as bidding and construction phases. Please find a description of the project scope below, as well as fees to take the project through the completion of construction. I. SITE DEVELOPMENT PLANS After any comments are addressed from the visioning package, we will begin the design development process, fully flushing out the design and details. We will also coordinate with the civil engineer on the grading and drainage plans. Once all plans and finishes are blessed, we will develop a bid set for the landscape, irrigation, hardscape, grading and drainage and landscape lighting. II. BIDDING & CONSTRUCTION PHASE CPLA will work with the owner to obtain bids for the full scope of the project. Our team will monitor construction and develop a punch list prior to substantial completion. COMPENSATION FOR SERVICES: Unless noted otherwise, the fees for each line-item task in the scope are listed below as lump sum figures. I. Site Development Plans $26,831 II. Bid & Construction Phase $6,745 III. Expenses (Survey) $2,955 TOTAL: $36,531 Page 284 of 388 TERMS Our work on this project will commence promptly upon receipt of the signed Letter of Agreement. Progress billings will be submitted regularly throughout the term of the project. Invoices are due on receipt. If an invoice is not paid timely (45 days), work on the project will stop until all past due balances and progress billings are paid in full. The landscape architect is not responsible for the means and methods or appropriateness of the installation procedures undertaken by any contractor and not responsible for job safety. The landscape architect is not responsible for the location of any underground utilities or pipes, or any cracking in concrete, wood or other materials. The landscape architect is not responsible for cost overruns, foundation or drainage problems, or other complications related to the topographical elevation changes dictated by the design of the building or structures on the property. ADDITIONAL SERVICES Additional services consist of professional services provided which are not described specifically above but are mutually agreed upon between the Client and the Landscape Architect. Additional Services will be performed at the appropriate hourly rate, with estimates of time requirements first presented to you for approval. Richard, we are grateful to be considered for this project. Please let me know if you need any additional information to assist you at this time. Sincerely, CHRISTIAN PREUS LANDSCAPE ARCHITECTURE, PLLC 01-14-25 BY : Christian H. Preus, ASLA Date Client Date Page 285 of 388 555 S Section Street / Fairhope, Alabama 36532 251.928.8003 (p) / www.FairhopeAL.gov COF-PUR-003 091321 CITY OF FAIRHOPE PURCHASING DEPARTMENT PROJECT REQUEST FORM Requestor: Department: Project Name: Project Description: Project Category: Bid Professional Service Other: Budget Amount: Budget Code: Budgeted for Current FY: Yes No BID INFORMATION Bid Duration: Project Duration: Engineer of Record: Pre-Bid Meeting: No Yes Mandatory Non-Mandatory Scope of Work Provided By: Contract Extensions: No Yes Project Manager: Insurance Requirements: Minimum Maximum Bonds: Bid Performance Labor & Materials Related Bids/RF’s FORCE ACCOUNT INFORMATION Force Account Project: No Yes Estimated Amount: Budget Code: Notes: SIGNATURES Requestor: Senior Accountant: City Treasurer: Mayor: Page 286 of 388 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Richard D. Johnson, PE – City Engineer Date: 06-26-2024 Department: Public Works – Capital Project Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution Under $5,000 No restrictions Not Required N/A N/A N/A Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A Greater than: Gen Govt - $5,001 Utilities - $10,001 Operational NON-Budgeted Three Council Required Required Gen Govt - $5,001-$30,000 Utilities - $10,001 - $30,000 Operational Budgeted Three Treasurer N/A N/A Over $30,000 Operational Budget* State Bid List or Buying Group Treasurer/Mayor N/A N/A Over $30,000/$100,000 Operational Budgeted Bids Council Required Required Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required *Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases. QUOTES Vendor Name Vendor Quote 1. CPLA (Christian Preus Landscape Architecture) $ Lum Sum (NTE) $12,500.00 2. Click or tap here to enter text. $ 3. Click or tap here to enter text. $ Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group ☐ Sole Source (Attach Sole Source Justification) ITEM OR SERVICE INFORMATION 1. What item or service do you need to purchase? Contract Professional Landscape Architecture Services 2. What is the total cost of the item or service? $12,000.00 3. How many do you need? Defined Contract for Preliminary Vision / Budget – Bancroft Corner 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): CPLA 6. Vendor Number: 4302 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? $12,500.00 3. Budget code: 001360-51410 Line 30 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 287 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1304 FROM: Richard Johnson, CITY ENGINEER Paige Crawford, DIRECTOR OF COMMUNITY AFFAIRS SUBJECT: City Engineer, Richard Johnson, and Director of Community Affairs, Paige Crawford, are requesting the hiring of Professional Architectural Firm for the plan and design of the Welcome Center Envelope project. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: To approve negotiated not-to-exceed amount of $53,416.00 for this project and allow the Mayor to execute a contract with Goodwyn Mills and Cawood, Inc. BACKGROUND INFORMATION: The City Engineer and the Director of Community Affairs are seeking to remodel and rebuild the facade of the Welcome Center Envelope. The work to be performed is for professional architectural services associated with the project, which will include the following: Architecural Design: a. Code Review b. Demolition plans and notes c. Architectural Drawings including building elevations, roof plan, coping and flashing details d. Architectural specifications e. Submit set of Construction Drawings and Specifications to authorities having jurisdiction Bidding and Construction Administration Services: a. Review and response to Contractor RFI's b. Pre-Bid Meeting - Provide meeting minutes c. Bid Opening and Certification of Received Bids - Recommendation of lowest responsive bidder d. Provide minimum of one site visit per week and as needed with reports of construction observations with photo documentation will be distributed to project team e. Review and certification of Contractor's monthly pay requests Page 288 of 388 f. Closeout documents and year-end inspections The Mayor, the City Engineer and the Director of Community Affairs would like to establish a not-to-exceed amount for Professional Architectural Services of Fifty-Three Thousand Four Hundred Sixteen Dollars ($53,416.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001270- 50475 Museum/Welcome Center - Capital Improvements $53,416.00 $53,416.00 $0.00 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 289 of 388 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Goodwyn Mills and Cawood, Inc. for Professional Architectural Services for the design of the Welcome Center Envelope project (RFQ PS25-015) with a not-to-exceed amount of $53,416.00. ADOPTED ON THIS 10TH DAY OF MARCH, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 290 of 388 Building Communities January 8, 2025 Mr. Richard Johnson, PE CITY OF FAIRHOPE P.O. Drawer 429 Fairhope, AL 36532 RE: FAIRHOPE WELCOME CENTER BUILDING ENVELOPE RESTORATION PROJECT Dear Richard, Goodwyn Mills and Cawood (GMC) sincerely appreciate the opportunity to present this proposal to provide Architectural design services for Exterior Building Envelope Replacement at the Fairhope Welcome Center located at 20 North Section Street, Fairhope, AL 36532. The existing building is in the Central Business District and Fire District. The Type III or VB Building is a two-story building with restrooms and lobby on first floor and storage on the second floor. The floor plate is approximately +/- 1260 square feet per floor (2520 square feet total) with approximately +/- 3700 SF of exterior façade surface. PROJECT SCOPE: The scope of work can be summarized into two areas: building envelope and roofing. 1. Exterior Building Envelope Replacement: The design work includes removing the existing exterior insulation finish system and exterior plywood sheathing around the entire building down to the studs. The existing structural wood framing will be inspected by our structural engineer and if required will be replaced or supplemented with additional framing. The new work includes installation of new exterior siding over new air and water barrier coating over new fire-resistant plywood sheathing. Removal and replacement of the wood doors on the ground floor and second floor and associated wood shutters. Exterior canopies and lighting will be removed and reinstalled and the balcony steel framing will be cleaned and painted. The client requested brick veneer will be installed as the new front wall finish material. This will require extensive excavation around the perimeter of the slab for installation of a new brick ledge which would have to be epoxy anchored to the existing slab. This could also require rework of existing utilities entering and exiting the building below grade and rework of the existing pavers. The new exterior siding work on the remaining three (3) other facades will either be fiber cement, drainable stucco or EIFS system 2. Roofing: It is recommended to remove and replace the entire roof system. New roofing will be architectural shingles over self-adhering membrane over fire-resistant treated plywood decking. All existing flashings and copings, gutter and downspouts will be removed and replaced and new sealants installed for a weather tight envelope. The existing aluminum framed fabric awnings seem to be in good condition and therefore can be removed and reinstalled. Page 291 of 388 Building Communities 3. A new covered balcony design fee is not Included in this proposal, but it is our opinion the uncovered balcony is a contributing factor to the water intrusion issues along the front facade. GMC DETAILED SCOPE OF WORK: A/E services for the above referenced project shall include the following detailed scope of work: Architectural Design: a. Code Review b. Demolition plans and notes c. Architectural Drawings including building elevations, roof plan, coping and flashing details d. Architectural Specifications e. Submit set of Construction Drawings and Specifications to authorities having jurisdiction. Bidding and Construction Administration Services: a. Review and Response to Contractor RFI’s b. Pre-Bid Meeting – Provide Meeting Minutes c. Bid Opening and Certification of Received Bids – Recommendation of lowest responsive bidder d. Provide minimum of one site visit per week and as needed w/ reports of construction observations with photo documentation will be distributed to project team e. Review and certification of contractors monthly pay requests f. Closeout documents and year end inspections ADDITIONAL SERVICES: The following items are not included in the Basic Design Services, as they are either not a requirement of the project scope, customarily provided by the Owner, or provided by a specialty consultant. GMC would gladly provide you with cost and fee proposal for any of these services and add them to our fee proposal.  Surveying  Environmental Assessments  Hazardous material surveys  Interior renovations  As-built drawings  Construction Materials Testing  Special Inspections  Other services not specifically mentioned in the scope of work. PROFESSIONAL SERVICES FEE, EXPENSES, & DELIVERABLES SCHEDULE: Building Envelope Replacement Rough Estimate: +/- 3700 SF of exterior façade surface Page 292 of 388 Building Communities A. Demolition and Site Work: = $ 75,000.00 B. Building Envelope: = $177,450.00 C. Doors , hardware and Shutters: = $ 26,800.00 D. Roofing, Gutters, and Downspouts: = $ 56,000.00 E. Balcony Cleaning and Painting: =$ 10,000.00 F. Electrical: =$ 1,500.00 G. GC General Condition and Overhead and Profit =$ 83,160.00 Opinion of Probable Construction Cost – Total = $429,910.00 Our preliminary fee would therefore be $429,910 x 9.75% = $41,916.00 and would be billed as follows: Architectural Fee $41,916.00 Structural Review Existing Building $ 3,500.00 Geotechnical Shallow Foundation $ 4,000.00 Survey $ 4,000.00 Estimated Total Fee $53,416.00 REIMBURSABLE EXPENSES: Reimbursable Expenses are project related expenses that accrue over the course of design and construction phases of the project. We do not consider telephone charges (including long distance), faxing, scanning, in-house small document copying, costs associated with e-mail correspondence or costs associated with maintaining our CAD/ BIM software and systems as reimbursable expenses. The following expenses are reimbursable, and will be invoiced monthly as incurred at 1.2 times our cost: • Printing/mounting and material costs including drawings for presentations, meetings, contractor pricing, permitting, and discussion purposes. • Fees incurred for drawing reviews by authorities having jurisdiction or otherwise. • Costs for shipping documents. • Professional renderings or models requested by the Owner. • The reimbursable expenses of our consultants. DESIGN SCHEDULE: We have reviewed the anticipated scope of services and work as outlined above, and propose the following design schedule upon receipt of a written Notice to Proceed. Construction Documents / Specifications 8 Weeks Advertisement - Bidding and Negotiation 4 Weeks Construction Administration 12 Weeks (90 days) Page 293 of 388 Building Communities SUMMARY: Richard, We are excited about this opportunity and look forward to working with you. Please feel free to contact me, at your convenience, to discuss any portion of this proposal. Sincerely, GMC LLC V. Brooke Rodriguez-Feo, AIA Should the above proposal be acceptable please return a signed copy for our files. Accepted: Date: Page 294 of 388 J. Martin Pitts PE LLC P.O. Box 456 Montrose, Alabama 36559 December 9, 2024 Brooke Rodriguez-Feo, AIA, LEED AP BD+C Project Architect, Architecture T: 251.460.4006 D: 251-338-6858 E:brooke.rodriguezfeo@gmcnetwork.com 2039 Main Street Daphne, Alabama 36526 Building Communities RE: Fairhope Welcome Center Mrs. Rodriguez-Feo The scope of work includes Fairhope Welcome Center building envelope replacement and roofing edge condition(s) replacement. Exterior Building Envelope work would entail removing the existing exterior insulation finish system over existing plywood around the entire existing building. The new design work would involve reviewing the structural integrity of the existing wood structure. We propose to provide structural engineering services for the above-listed project for $3,500. J. Martin Pitts PE LLC is based in Baldwin County, Alabama, and is able to respond quickly to projects and unforeseen developments; further, J. Martin Pitts PE LLC is insured through Schneider & Schneider Insurance in Mobile, Alabama. Insurance includes professional Errors and Omissions, General Liability, and Workman’s Compensation. Schneider & Schneider Insurance can be reached at 251-666-5472 so that copies of documents showing those named as insured. Let me know if you think I can help. If other information is desired please call me on my cell phone at 251-591-6634. I do appreciate your time and efforts in project execution. Thank You J. Martin Pitts P.E. Page 295 of 388 January 6, 2025 Ms. Brooke Rodriguez-Feo, AIA, LEED AP BD+C GMC 2039 Main Street Daphne, Alabama 36526 Proposal for Subsurface Evaluation Fairhope Welcome Center Renovation Fairhope, Alabama Proposal No. GP-25-2G We understand Fairhope Public Works would like to renovate the Fairhope Welcome Center building envelope to include a new painted brick facade. The front façade is approximately +/- 34’-10” long and +/-22-6” tall. We have been requested to provide a soil bearing pressure and foundation recommendations to upgrade the exterior framing to help support the brick veneer. Scope of Work At two locations along the front of the building, the subsurface soils will be tested by using a Dual Mass Dynamic Cone Penetrometer to evaluate the in-situ subgrade strength. The Dual-Mass Dynamic Cone Penetrometer tests (DCP) test is intended to provide data that can be correlated to an in-situ bearing pressure. A 0.79-inch O.D. cone is seated at the test location and driven with a 17.6-pound (or 10.1-pound) weight falling 22.6 inches. The length of penetration is recorded with a given number of blows. The values are then evaluated and correlated with an in- situ CBR. Soils samples will be collected using a hand auger at various locations to collect samples for laboratory testing. The depth of testing and sampling will range from 10 to 15 feet below existing grades. Reporting All work will be performed under the direction of an Alabama registered professional engineer specializing in geotechnical engineering. Once the field work is complete, we will provide you with a written report that will include the field test results and foundation recommendations. Schedule We can begin our fieldwork in 2 weeks after receiving authorization. We anticipate the field work to take 1 day to complete. We will provide a summary report within 1 week of the completion of the field work. Fee The fee for the above scope of services will be $4,000. Authorized By:_____________________________ Date:____________________________________ Page 296 of 388 Initials ATTACHMENT A SCOPE OF SERVICE Goodwyn Mills Cawood, LLC (GMC) shall perform the following professional services. Boundary Survey Perform a field survey locating the perimeter boundary of the Project site. The record perimeter boundary will be identified and corners marked by the most definitive and defensible relationship between the record evidence and the physical evidence discovered during the survey. GMC will provide a survey plat or map depicting the professional opinion on the physical location of property lines determined by the appropriate boundary law principles, facts and evidence gathered during the course of the field survey. The work will be done in accordance to the Standard of Practice for Surveying in the State of Alabama. Topographic Survey Prepare a survey and drawing of the Project site in accordance with the current Standards of Practice for Surveying in the State of Alabama to include the following items necessary for civil site design: 1. A minimum of two Site Control Points will be set at the time of Survey and shown on the Plat. 2. One-foot contours and spot elevations 3. Roadway access for ingress/egress to Project site 4. Storm water drainage upstream/downstream structures and invert elevations 5. Utilities serving the Project site (information provided/marked by utility providers via the Alabama 811 utility locate system) 6. Sanitary Sewer upstream/downstream manhole locations and invert elevations 7. Location of visible site improvements 8. FEMA Flood Zone(s) information Boundary & Topographic Survey Proposed Fee = $4,000.00 Client Responsibilities 1. Facilitate access and entry coordination to the Project site. 2. At the Client’s expense, order and provide GMC a current title commitment and all supporting title documents. 3. GMC request that all comments pertaining to the survey be provided in writing from one authorized representative. Deliverables The survey plat and all other Project documents requested and/or required will be provided as a digital copy (e.g., portable document format – pdf). Physical prints will be made available upon request and invoiced upon the billing terms listed in the contract. Note Any requests for additional work not outlined within the above referenced standards, or the scope of services, will be charged hourly to this project according to the attached “Standard Rate & Fee Schedule”. This includes creating new descriptions and addressing comments from outside council representatives for the buyer or seller, Title Company, and/or financial institutions. We request that all comments pertaining to the pro forma survey be provided all at one time from one source (if capable). The fee shown within this contract is proposed under the conditions that all documents, information, and/or construction plans provided by the client is correct, and there is no unforeseen encumbrances or problems arising from adverse conditions at the project site. Should any problem arise from ambiguities within the provided information or if unforeseen conditions occur, then GMC reserves the right to renegotiate the proposed fee to complete the work. Page 297 of 388 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Paige Crawford, Director & Richard D. Johnson, PE City Eng. Date: 12-18-2024 Department: Community Affairs – Welcome Center & Public Works (Facilities) Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution Under $5,000 No restrictions Not Required N/A N/A N/A Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A Greater than: Gen Govt - $5,001 Utilities - $10,001 Operational NON-Budgeted Three Council Required Required Gen Govt - $5,001-$30,000 Utilities - $10,001 - $30,000 Operational Budgeted Three Treasurer N/A N/A Over $30,000 Operational Budget* State Bid List or Buying Group Treasurer/Mayor N/A N/A Over $30,000/$100,000 Operational Budgeted Bids Council Required Required Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required *Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases. QUOTES Vendor Name Vendor Quote 1. Goodwyn, Mills and Cawood, Inc. - Architects $ Action Select & Authorize Mayor to set NTE 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? Selection of Professional Architectural Design Services 2. What is the total cost of the item or service? Estimate - $25,000.00 – with CE&I 3. How many do you need? Design for 2025-PWI 021 Welcome Center Envelope Project 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): Goodwyn, Mills and Cawood, Inc. - Architects 6. Vendor Number: 311 and 4541 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? $300,000.00 (in the aggregate - unencumbered) 3. Budget code: 001270-50475 Line 20 - Welcome Center - Remodel & Façade Rebuild Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 298 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1305 FROM: Richard Johnson, CITY ENGINEER SUBJECT: The City Engineer, Richard Johnson, has requested to procure a qualified contractor to provide all materials, equipment, labor and incidentals to conduct park access and parking improvements, ADA sidewalk improvements, minimal drainage improvements and overall parkscape improvements for the White Avenue Park and Pier Access at the terminus of White Avenue in Fairhope's Fruit and Nut District. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: To approve the award of Bid No. 25-020-2023-PWI-011 White Avenue Park Improvement Project for a not-to-exceed amount of $118,668.00. BACKGROUND INFORMATION: A service bid was issued on January 17, 2025, posted to the City of Fairhope's website, and published in Gulf Coast Media. Five (5) responsive bids and one (1) non-responsive bid were received at the bid opening on February 12, 2025 at 2:00 p.m. The City Engineer recommends the award be made to Blade Construction, LLC. Their low bid price for the project was One Hundred Eighteen Thousand Six Hundred Sixty- Eight Dollars ($118,668.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 103-55825- line 10 Special Recreation Projects $150,000.00 $118,668.00 $31,332.00 Budget included construction and materials. Design and project management were budgeted in-house. GRANT: Page 299 of 388 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 300 of 388 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 White Avenue Park Improvement Project for the City of Fairhope (Bid No. 25-020-2023-PWI-011) for the City of Fairhope. [2] At the appointed time and place, the following bids were opened and tabulated as follows: Please see attached Bid Tabulation for White Avenue Park Improvement Project [3] After evaluating the bid proposals with the required bid specifications, Blade Construction, LLC is now awarded the bid for White Avenue Park Improvement Project (Bid No. 25-020-2023-PWI-011) with a total bid proposal not-to-exceed of $118,668.00. Adopted on this 10th day of March, 2025 _________________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 301 of 388 Page 302 of 388 Page 303 of 388 Page 304 of 388 Page 305 of 388 Page 306 of 388 Page 307 of 388 Page 308 of 388 Page 309 of 388 Page 310 of 388 Page 311 of 388 Page 312 of 388 Page 313 of 388 Page 314 of 388 Page 315 of 388 PRF - White Ave Park Improvement Final Audit Report 2024-12-18 Created:2024-12-18 By:Erin Wolfe (erin.wolfe@fairhopeal.gov) Status:Signed Transaction ID:CBJCHBCAABAAdQFWmNyFdd4I1KJri-L4Zqn7kF-faBB3 "PRF - White Ave Park Improvement" History Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov) 2024-12-18 - 4:53:03 PM GMT Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature 2024-12-18 - 4:53:24 PM GMT Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) 2024-12-18 - 5:03:20 PM GMT Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov) Signature Date: 2024-12-18 - 5:05:46 PM GMT - Time Source: server Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature 2024-12-18 - 5:05:47 PM GMT Email viewed by Kimberly Creech (kimberly.creech@fairhopeal.gov) 2024-12-18 - 5:38:31 PM GMT Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov) Signature Date: 2024-12-18 - 5:51:41 PM GMT - Time Source: server Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature 2024-12-18 - 5:51:43 PM GMT Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) 2024-12-18 - 7:37:57 PM GMT Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov) Signature Date: 2024-12-18 - 7:38:31 PM GMT - Time Source: server Agreement completed. 2024-12-18 - 7:38:31 PM GMT Page 316 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1313 FROM: George Ladd , PUBLIC WORKS DIRECTOR SUBJECT: The Director of Public Works, George Ladd, and the Horticultural Supervisor, Will Mastin, are requesting to approve the award of the Request of Quotes for Labor, Materials and Equipment for the removal of a large tree at the Right of Way between the residence at 603 North Mobile and the bluff. Additionally, they are requesting to approve the transfer of funds from 001350-50360 to 001360-50360 (General Maintenance). AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: To approve the award of the Request of Quotes for Labor, Materials and Equipment for the removal of a large tree at the Right of Way between the residence at 603 North Mobile and the bluff for the cost of $8,500.00. Additionally, they are requesting to approve the transfer of $8,500.00 funds from 001350-50360 to 001360-50360 (General Maintenance). BACKGROUND INFORMATION: The Director of Public Works and the Horticultural Supervisor are requesting approval for the procurement of Labor, Materials and Equipment for the removal of a large tree at the Right of Way between the residence at 603 North Mobile and the bluff. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out, but done as a Request for Quotes. A Request for Quotes was sent to three (3) qualified contractors. Although not the lowest quote, The Director of Public Works and the Horticultural Supervisor are requesting to award the project to the second lowest bidder, Big Green Tree Machine. This company has unique machinery that can remove this tree and its limbs that are hanging over a large house and a large pool with the least amount of risk and damage to private property. The large grappling saw arm of this company's equipment offers a superior solution and plan than the other contractors. This solution will not require crossing another resident's property to the north of the site to gain access to the tree for removal. The low bidder will require access through that property. Big Green Tree Machine has provided a quote of Eight Thousand Five Hundred Dollars ($8,500.00). Page 317 of 388 Additionally, The Director of Public Works is requesting to approve the transfer of $8,500.00 funds from 001350-50360 to 001360-50360 (General Maintenance). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 001360- 50360 001350- 50360 Landscape - General Maintenance Streets - General Maintenance $0.00 $8,500.00 $8,500.00 $0.00 ($8,500.00) $8,500.00 $0.00 Treasury to transfer $8,500.00 from Streets - General Maintenance (001350-50360) to Landscape - General Maintenance (001360-50360) for FY25 Budget. 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 318 of 388 RESOLUTION NO. ______ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope approves the award of the Request for Quotes for Labor, Materials and Equipment for the removal of a large tree at the Right of Way on the Bay side of the residence of 603 North Mobile Street to Big Green Tree Machine for a not-to-exceed project cost of $8,500.00. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. Additionally, for the City of Fairhope to approve a transfer of $8,500.00 from 001350-50360 to 001360-50360 (General Maintenance) for this cost. DULY ADOPTED ON THIS 10TH DAY OF MARCH, 2025 _______________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 319 of 388 Page 320 of 388 Page 321 of 388 Page 322 of 388 Page 323 of 388 Page 324 of 388 Page 325 of 388 Page 326 of 388 Page 327 of 388 Page 328 of 388 Page 329 of 388 Page 330 of 388 Page 331 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1306 FROM: Richard Johnson, CITY ENGINEER Daryl Morefield, WATER SUPERINTENDENT SUBJECT: The City Engineer, Richard Johnson, and the Superintendent of Water/Wastewater, Daryl Morefield, is requesting to approve the award of the Request for Quotes for Labor and Materials for the Sewer Tie In from Pier and Mobile at Fels Project. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: To approve the award of the Request for Quotes for Labor and Materials for the Sewer Tie In from Pier and Mobile at Fels Project for low bid not-to-exceed cost of $52,490.00. BACKGROUND INFORMATION: The City Engineer and the Superintendent of Water/Wastewater, are requesting approval for the procurement of Labor and Materials for the Sewer Tie In from Pier and Mobile at Fels Project. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out, but done as a Request for Quotes. A Request for Quotes was sent to three (3) qualified contractors. Two (2) quotes and one (1) "no-bid" were received. The lowest quote was from A-Long Boring, Inc. The City Engineer and the Superintendent of Water/Wastewater requests approval to award the Request for Quote to A-Long Boring, Inc. for the not-to-exceed cost of Fifty-Two Thousand Four Hundred Ninety Dollars ($52,490.00). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 004020- 59500 - line 60 WW - System Improvements $52,490.00 $52,490.00 $0.00 GRANT: N/A Page 332 of 388 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 333 of 388 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 award of the Request for Quotes for Labor and Materials for the Sewer Tie In from Pier and Mobile at Fels Project to A-Long Boring, Inc. for a not-to-exceed project cost of $52,490.00. This Public Works project will be less than $100,000.00, and therefore does not need to be formally bid out. DULY ADOPTED ON THIS 10TH DAY OF MARCH, 2025 _______________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 334 of 388 A-Long BoringPage 335 of 388 Existing ConditionsPage 336 of 388 Proposed ConditionsPage 337 of 388 Page 338 of 388 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Mike Davis, Sewer & Richard D. Johnson, PE City Eng. Date: 02-20-2025 Department: Sewer Department – Capital Repair/Improvement Project Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution Under $5,000 No restrictions Not Required N/A N/A N/A Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A Greater than: Gen Govt - $5,001 Utilities - $10,001 Operational NON-Budgeted Three Council Required Required Gen Govt - $5,001-$30,000 Utilities - $10,001 - $30,000 Operational Budgeted Three Treasurer N/A N/A Over $30,000 Operational Budget* State Bid List or Buying Group Treasurer/Mayor N/A N/A Over $30,000/$100,000 Operational Budgeted Bids Council Required Required Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required *Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases. QUOTES Vendor Name Vendor Quote 1. A-Long Boring $ 52,490.00 2. W.R. Mitchell Contractor, Inc. $ 65,005.00 3. Ballcon, Inc. $ No Quote 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? Sewer Tie In from Pier and Mobile at Fels 2. What is the total cost of the item or service? $52,490.00 3. How many do you need? One Capital Improvement/Repair Project - Sewer 4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): A-LONG BORING, INC. 6. Vendor Number: 24207 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? $100,000.00 (in the aggregate - unencumbered) 3. Budget code: 004020 Line 10 – Maintenance-Collection Sys Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 339 of 388 Page 340 of 388 No Quote From Ballcon Page 341 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1315 FROM: George Ladd , PUBLIC WORKS DIRECTOR SUBJECT: The Director of Public Works, George Ladd, and Mechanics Maintenance Supervisor, Tim Bung, are requesting the procurement of labor and materials to repair the Travis walking floor trailer for the Sanitation Department. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: To approve the award of the Request for Quotes for labor and materials for the repair of a Travis walking floor trailer for the Sanitation Department for low bid not-to-exceed cost of $29,958.50. BACKGROUND INFORMATION: The Director of Public Works and Mechanics Maintenance Supervisor are requesting the procurement of labor and materials to repair the Travis walking floor trailer for the Sanitation Department. A Request for Quotes was sent out to three (3) qualified contractors. Two (2) quotes and one (1) "no bid" were received. The lowest quote was from Gulf City Body and Trailer Works, Inc. for Twenty-Nine Thousand Nine Hundred Fifty-Eight Dollars and Fifty Cents ($29,958.50). BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 005030- 50440 Sanitation - Maintenance Vehicles $29,958.50 $29,958.50 $0.00 GRANT: N/A LEGAL IMPACT: Page 342 of 388 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 343 of 388 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 award of the Request for Quotes for Labor and Materials for the repair of a Travis Walking Floor Trailer for the Sanitation Department to Gulf City Body and Trailer Works, Inc. for a not-to-exceed cost of $29,958.50. DULY ADOPTED ON THIS 10TH DAY OF MARCH, 2025 _______________________________ Jack Burrell, Council President Attest: _______________________________ Lisa A. Hanks, MMC City Clerk Page 344 of 388 2/05/2025 WARREN WARREN WALKING FLO XKP347041 CITY OF FAIRHOPE (C0580) P.O. DRAWER 429 FAIRHOPE AL 36533 TIM BUNG QUOTATION Gulf City Body and Trailer Works, Inc. 601 S. Conception Street, P.O. Box 144 Mobile, Alabama 36601 (251) 438-5521 FAX: 251-433-7910 1-800-388-7950 CUSTOMER ATTN DATE UNIT NO. MAKE OR TYPE MODEL SERIAL CUSTOMER TEL 28351QUOTE # QTY PART NO DESCRIPTION OF REPAIRS AND REPLACEMENTS LBR HRS NET EACH TOTAL NET REMOVE AND REPLACE DAMAGED FLOOR SLATS IN TRAILER WITH NEW SEALS. 40 $17,807.00 REPLACE PLASTIC BEARINGS IN FLOOR.4 $1,551.50 RE-BUILD DRIVERS ON DRIVE UNITS AND RE- ATTACH TO NEW FLOOR. 18 $500.00 MISC. HARDWARE $175.00 **PARTS ROUGHLY 3-4 WEEKS** ** SHOP TIME 2 MONTHS AT THE MOST** $0.00 $2,000.00 $175.00 62 $125.00 $20,033.50 $7,750.00 $29,958.50 $0.00 LABOR HRS.@ LABOR TOTAL. PARTS TOTAL F.E.T SALES TAX QUOTATION TOTAL We appreciate the opportunity to submit this quotation. Gulf City Body and Trailer Works, Inc. Approved By:___________________________________________ QUALITY EQUIPMENT AND SERVICE FOR THE TRANSPORTATION INDUSTRY SINCE 1945. FREIGHT SHOP SUPPLIES Premier Provider of Full-Service Repairs, Quality Parts, and all types of New and Used Trailers, Tanks, Bobtails, and Truck Equipment. THIS QUOTE MUST BE SIGNED OR A PO# ISSUED BEFORE WORK CAN START PO #: ___________________________________________ IF PAYING WITH A CREDIT CARD THERE WILL BE A 3% TRANSACTION FEE ADDED. Page 345 of 388 PUR-004 - 082522 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Tim Bung Date: 2-27-25 Department: Fleet Maintenance Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Resolution Under $5,000 No restrictions Not Required N/A N/A N/A Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A N/A Greater than: Gen Govt - $5,001 Utilities - $10,001 Operational NON-Budgeted Three Council Required Required Gen Govt - $5,001-$30,000 Utilities - $10,001 - $30,000 Operational Budgeted Three Treasurer N/A N/A Over $30,000 Operational Budget* State Bid List or Buying Group Treasurer/Mayor N/A N/A Over $30,000/$100,000 Operational Budgeted Bids Council Required Required Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required *Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer’s approval if they are on the State Bid list or from an approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases. QUOTES Vendor Name Vendor Quote 1. Gulf City Body Trailer $ 29958.50 2. Strachan Services $ No Quote 3. Thompson Cat $ 78817.45 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? Warren Walking Floor 2. What is the total cost of the item or service? 29958.50 3. How many do you need? One 4. Item or Service Is: ☐ New ☐ Used ☒ Replacement ☐ Annual Request 5. Vendor Name (Lowest Quote): Gulf City Body TrailerClick or tap here to enter text. 6. Vendor Number: 1279 If you do not have a Vendor Number, please go to the City of Fairhope page: http://www.fairhopeal.gov/ 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: 005030-50440 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. Page 346 of 388 Page 347 of 388 From:Tim Bung To:Erin Wolfe Subject:Fw: Delivery Status Notification (Failure) Date:Thursday, February 27, 2025 1:21:30 PM Attachments:icon.png warning_triangle.png From: Danny Strachan <strachanservices1@gmail.com> Sent: Thursday, February 6, 2025 2:32 PM To: Tim Bung <Tim.Bung@fairhopeal.gov> Subject: Fwd: Delivery Status Notification (Failure) ---------- Forwarded message --------- From: Mail Delivery Subsystem <mailer-daemon@googlemail.com> Date: Thu, Feb 6, 2025 at 2:16 PM Subject: Delivery Status Notification (Failure) To: <strachanservices1@gmail.com> Address not found Your message wasn't delivered to t.bung@fairhopeal.gov because the address couldn't be found, or is unable to receive mail. LEARN MORE This link will take you to a third-party site The response from the remote server was:550 Invalid Recipient - https://community.mimecast.com/docs/DOC-1369#550[cjCReBaGNXe0LmNB3XAiXQ.usb42] ---------- Forwarded message ---------- From: Danny Strachan <strachanservices1@gmail.com> Page 348 of 388 To: t.bung@fairhopeal.gov Cc: Bcc: Date: Thu, 6 Feb 2025 14:16:34 -0600 Subject: Warren walking floor replacement. I decline to bid this job. Danny Strachan, Strachan Services, Inc. Page 349 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1307 FROM: George Ladd , PUBLIC WORKS DIRECTOR SUBJECT: Resolution - That the City Council authorizes the submission of the Alabama Department of Environmental Management's (ADEM) Alabama Recycling Fund (ARF) for the purchase of 6,000 residential recycling carts at a cost of $312,000.00. This is 100% reimbursable grant with no City match. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: Approval BACKGROUND INFORMATION: BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget $___ $___ ($____) GRANT: ADEM ARF 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 350 of 388 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council authorizes the submission of the Alabama Department of Environmental Management's (ADEM) Alabama Recycling Fund (ARF) for the purchase of 6,000 residential recycling carts at a cost of $312,000.00. This is 100% reimbursable grant with no City match. DULY ADOPTED THIS 10TH DAY OF MARCH, 2025 ________________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 351 of 388 ALABAMA RECYCLING FUND GRANT APPLICATION CITY OF FAIRHOPE BALDWIN COUNTY MATERIAL RECOVERY FACILITY PREPARED FOR: CITY OF FAIRHOPE 161 NORTH SECTION STREET FAIRHOPE, AL 36532 MARCH 1, 2025 PREPARED BY: LABELLA ASSOCIATES, D. P.C. 528 MINERAL TRACE HOOVER, ALABAMA 35244 PHONE (205) 985-4874 FAX (205) 987-6080 ___________________________________________ Phillip D. Davis, P.E. Senior Engineer - Director of Regulatory Affairs Page 352 of 388 1 ___ 1.0 INTRODUCTION The Baldwin County Commission, through the Solid Waste Disposal Authority of Baldwin County (SWDA), has contracted for the design and construction of a regional material recovery facility (MRF) that would serve the recycling needs of the entirety of Baldwin County, including the City of Fairhope and the County’s 13 other incorporated municipalities. This new MRF facility, scheduled to be operational in 2025, will be a state-of-the-art material recycling facility. Based on a 2022 current & future needs study, it has been determined that Baldwin County can support a MRF designed to process approximately 12,000 tons of recyclables annually, with a growth potential of the initial equipment design of up to 16,000 tons per year (tpy), based on operating one, 6.5 hour shift per day. The tonnage projections used to size the design of the MRF were based on population growth and the resulting single stream recyclable material generation. The MRF has been designed to operate one shift per day, however, if additional material is processed at the facility, whether from outside Baldwin County or from commercial and industrial generators within the County, additional shifts could be brought online to process up to approximately 40,000 tpy. Funding for the design, construction and operation of this MRF will come from numerous public and private sources, including various grant funding sources. This application is being submitted to the Alabama Department of Environmental Management (ADEM) to request a grant under the Alabama Recycling Fund (ARF), as established under the Solid Wastes & Recyclable Materials Management Act (SWRMMA), §22-27-17, Code of Alabama. This application has been prepared pursuant to the applicable regulations in the ADEM Administrative Code, Chapter 335-13-10. 2.0 PROJECT OVERVIEW 2.1 Current Recycling Efforts Baldwin County has some limited amount of household recycling infrastructure with curbside collections in a few of its cities and drop-off locations throughout the other municipalities as well as in the unincorporated portions County. The 2025 Baldwin County Solid Waste Management Plan (SWMP) indicated that at the time the SWMP was adopted, the cities of Fairhope, Daphne and Foley provided curbside recyclables pick-up. In addition, Gulf Shores, Orange Beach and Spanish Fort had access to private, subscription-based curbside recycling collections. However, there is not any recyclable material processing infrastructure within Baldwin County. As a result, all the collected recyclables have historically been shipped to other processing locations, most commonly to a MRF in Escambia County Florida. Baldwin County has indicated that in 2021, the County’s drop-off locations collected 618.5 tons of recyclables and that curbside service in the incorporated municipalities collected 1,634.9 tons of single-stream recyclables for a total of 2,253.4 tons. Based on a fulltime population in Baldwin County of 231,767 residents, the per capita collection of recyclables for 2021 was approximately 19.45 lbs. This is per capita number is even lower when the seasonal tourist population is factored in, and also certainly lower than the per capita amounts needed to achieve the new MRF’s initial design capacity, but given that the County Page 353 of 388 2 ___ is without adequate recyclables processing and collections infrastructure, this is not an unusual amount for rural counties similar to Baldwin County. However, prior to the pandemic, Baldwin County was collecting approximately 6,000 tons of single stream recyclables per year, which is equivalent to 52 lbs. per person per year of recyclables generation. 2.2 Future Recycling Facility In 2021, the Baldwin County Commission contracted for the design and construction of a state-of-the-art material recovery facility. It was decided that this new MRF would be located in the central part of the County, on County Road 49 near Summerdale, adjacent to the Magnolia Sanitary Landfill. Magnolia is the County’s 522-acre municipal solid waste landfill. The landfill is allowed to accept a maximum daily volume of 1,500 tons per day of solid waste for disposal, It is the only MSW landfill in Baldwin County and is currently authorized to only accept waste generated from within Baldwin County. Prior to beginning the design of the MRF, a current and future needs study regarding recycling within Baldwin County was conducted. The purpose of the study was two-fold: first, to evaluate the current recycling efforts within the County, and secondly, to determine the appropriate size of the future MRF, based on the potential for future recycling efforts. This six-month long study of County recycling practices rigorously evaluated the composition of the waste stream and the infrastructure needed to process the recyclable material. The study also estimated future recycling rates and possible revenues available from material recovery. Although there was found to be a lack of recyclable material processing infrastructure in Baldwin County, the study identified an existing public and political desire to have a robust recycling program within the County, and given the County’s reliance on tourism, it was also identified that the seasonal tourist population expects to be given the ability to recycle while visiting Baldwin County. The MRF equipment process design incorporates the needs for durability and life-cycle value, along with the competing need for process flexibility. The MRF system was designed to ensure that the County can reconfigure and expand to meet the needs of increasing collections in the future, and to respond quickly to changes in material commodity markets. As for the recyclable commodities to be processed at the new MRF, the current and future needs study recommended the traditional residential recyclables (cardboard, mixed paper, plastics #1 - #7, aluminum and ferrous metal). Glass will not be processed by the facility. The Baldwin County MRF will provide a long- term solution for the recycling needs of Baldwin County. The building design encompasses a 50,000 square foot recycling material receiving and processing area, and a 12,000 square foot office building, which includes County offices and an expansive public outreach and education center. The office and reception areas fulfill the County’s need to provide a functional, human interface for County residents; the outreach and education area provides a multi-functional space for the presentation of interactive and impactful displays about recycling, environmental concerns, and solid waste resources. The building also features multimedia meeting rooms that can be used for training County staff and can also be used for the presentation of seminars and learning sessions for visitors. Additionally, Baldwin County is desiring to partner with ADEM and the National Center for Asphalt Technology (NCAT) at Auburn University to utilized rubber modified asphalt for the paving of the visitor parking lot of the MRF. Page 354 of 388 3 ___ To fund the construction and operation of the MRF, Baldwin County and its participating municipalities have evaluated a number of potential sources of grant funding for the project. Due to the size of the project, Baldwin County is pursuing several sources of grant funds, including public funds from USRDA, US EPA, the State of Alabama, and also from private, industry-based organizations such as the Recycling Partnership. Additionally, the County Commission has elected to allocate funds authorized under the American Rescue Plan Act (ARPA) for the project. 3.0 PROJECT GOALS AND REGIONAL IMPACT As stated previously, Baldwin County is one of Alabama’s most populous and fastest growing counties. The nationwide allure of its natural beauty make its annual tourist visits a significant economic engine, not only for the coastal region of the State but also for all of Alabama. Likewise, a sustainable, well-planned and operated recycling program in Baldwin County will greatly further Alabama’s ability to meet and exceed state and national solid waste diversion goals in the coming years. As discussed, even without any significant recycling infrastructure in place, Baldwin County was seeing meaningful quantities of recycling prior to the pandemic. A recent economic development announcement in northern Baldwin County has served to further crystalize the already strong local support for the MRF project. In October 2022, Novelis, Inc., a leading sustainable aluminum provider and the world leader in aluminum rolling and recycling, broke ground on a multi-billion dollar facility in Bay Minette. This advanced manufacturing facility will employee more than 1,000 people and will provide finished aluminum goods in the beverage container and automotive industries. It also adds a readily-accessible end market for the aluminum stream processed at the new Baldwin County MRF. While the adopted 2025 Baldwin County Solid Waste Management Plan discusses the current state of recycling in the County, it leaves “an open door” for enhancements. Once the MRF is operational, Baldwin County and its participating municipal partners will evaluate ways to use it as the driver to enhance and grow recycling not only in Baldwin County, but also perhaps as a regional hub in southern Alabama. 4.0 GRANT APPLICATION As stated above, the new, Baldwin County MRF is intended to serve the recycling needs of all of Baldwin County, including the City of Fairhope and the other 13 incorporated municipalities. In order to further support the purpose of this regional recyclable material processing facility, the City of Fairhope is submitting this grant application to the Alabama Department of Environmental Management (ADEM) requesting funding under the Alabama Recycling Fund (ARF), in accordance with the requirements of ADEM Administrative Code 335-13-10. This application is seeking grant funding for the purchase of residential carts to increase participation in the City’s curbside collection program and thereby increasing the amount of material to be taken to the recycling facility. On July 26, 2021, the City Council of the City of Fairhope adopted Resolution No. 4155-21 in support of the countywide recycling effort in Baldwin County, and authorizing City staff to work cooperatively with Baldwin County and the other municipal partners in furthering the recycling Page 355 of 388 4 ___ efforts. A copy of this resolution is attached. According to the 2020 U.S. Census, the total fulltime resident population of the City of Fairhope is 22,477. Using an average of 2.57 residents per households, as determined during the 2020 Census, Fairhope has approximately 8,746 households. This means that this grant application would qualify as a Category 2 application under ADEM Admin. Code r. 335-13-10-.04(8)(a). As discussed above, the totality of this project is a massive financial and logistical undertaking. The SWDA and its municipal partners are in the midst of constructing a greenfield material recovery facility, to process the recyclables generated by a population of more than one quarter million fulltime County residents and nearly 7 million seasonal visitors. As can be expected, such an undertaking is quite costly and has a large number of components. At the time this grant application is being prepared, bids had not yet been solicited for the construction of the facility and the associated recycling equipment, however best estimates put the total cost of the facility and equipment at more than $15 million. A more detailed breakdown of the economics of the MRF facility is included in the LaBella/GBB study. For the purposes of this ARF grant application, the City of Fairhope is requesting a grant in the amount of $312,000, for the purchase, pursuant to applicable State procurement requirements, of 6,000 additional residential carts to expand the City’s curbside recycling collection program. These will be an essential and integral part of the convenient and efficient collection of recyclables from the citizens of Fairhope. A copy of a vendor pricing quote for these carts is included as an attachment to this grant application. Page 356 of 388 5 ___ ATTACHMENTS Page 357 of 388 6 ___ 2025 Alabama Recycling Fund Project Cost Breakdown •6,000 Residential Carts @ $52.00/each $ 312,000.00 •TOTAL ARF GRANT REQUEST $ 312,000.00 Page 358 of 388 WQ-10334108 PHONE: 800-424-0422 FAX: 833-930-1124 1661 Frontera Rd, Del Rio, TX, 78840 Our Quote serves as an offer to provide Products and/or services at the quantities and prices shown and is a good faith estimate, based on our understanding of your needs. By signing below, you indicate your acceptance of our offer which is expressly subject to the Wastequip Terms & Conditions of Sale (“Wastequip’s Terms””) located at: , as of the date set forth in Section 1(b) of the WQ T&C, which are madehttps://www.wastequip.com/terms-conditions-sale a part of this Quote. Wastequip’s Terms may be updated from time to time and are available by hard copy upon request. Any changes or deviations to the terms of this Quote, including any different terms in an Order submitted by you, must be agreed upon in writing by both parties. Additional Terms $337,539.00Grand Total $0.00Tax $25,539.00Shipping $312,000.00Subtotal FOB OriginShipping Terms Net 30 DaysPayment Terms WQ-10334108 Please Reference Quote Number on all Purchase Orders Quote Number 1/28/2025Expiration Date btaylor@wastequip.comSalesperson Email Brittany TaylorSalesperson Quick Ship 555 S Section St Fairhope, AL 36532-1609 USA Ship To City of FairhopeShip To Name (251) 990-0192Mobile (251) 928-8003Phone murray.cameron@fairhopeal.govEmail 555 S Section St Fairhope, AL 36532-1609 USA Bill To City of FairhopeBill To Name Murray CameronContact Name Sell To: Quote Information Product Product Description Description Selected Option Quantity Sales Price Total Price **Plastics - 79296 Model 79296 - Toter 96 Gallon EVR II Universal/Nestable Cart BHS: S2124 Insert: B0208 ---Body Color - (705) Blue ---Lid Color - (200) Black ---Body Hot Stamp on Both Sides (Existing) in (Not provided) ---Lid Hot Stamp Insert - Read from Street (Existing) in (Not provided) ---Wheels - 10in Sunburst ---Customer Serial Number Hot Stamped on Front of Cart Body in White ---2/3 Assembled with Lid (down), Stop Bar and Axle Factory Installed ---Warranty – 12 Yrs Cart Body, All other components 10 Yrs 6,000.00 $52.00 $312,000.00 Additional Information Page 359 of 388 WQ-10334108 PHONE: 800-424-0422 FAX: 833-930-1124 1661 Frontera Rd, Del Rio, TX, 78840 Please Reference Quote Number on all Purchase Orders Accepted By: ______________________________________________________ Company Name: ______________________________________________________ Date: ______________________________________________________ Purchase Order: ______________________________________________________ Sourcewell – Pricing and Products/Services offerings are based on the Sourcewell Co-Operative Contract with Toter, LLC (#041521, eff. 5/25/2021), and such Contract terms and conditions are incorporated herein by reference. Pricing and Products/Services changes may occur at any time with proper documentation, and subject to Sourcewell approval; therefore, offerings may change without written prior notice. Wastequip Product Limited Warranties, Disclaimers, Limitation of Liability and Remedies, and Limited Warranty Provisions apply to all purchases thereunder. Special Contract Information Pricing is based on your acceptance prior to the expiration of this Quote, including product specifications, quantities, and timing. Any differences to your Order may result in different pricing, freight or other costs. Due to volatility in petrochemical, steel and related Product material markets, actual prices and freight, are subject to change. We reserve the right, by providing notice to you at any time before beginning Product manufacturing, to increase the price of the Product(s) to reflect any increase in the cost to us which is due to any factor beyond our control (such as, without limitation, any increase in the costs of labor, materials, or other costs of manufacture or supply). Unless otherwise stated, materials and container sizes indicated on sales literature, invoices, price lists, quotations and delivery tickets are nominal sizes and representations – actual volume, Products and materials are subject to manufacturing and commercial variation and Wastequip’s practices, and may vary from nominal sizes and materials. All prices are in US dollars; this Quote may not include all applicable taxes, brokerage fees or duties. If customer is not tax exempt, final tax calculations are subject to change. Additional Information Signatures Page 360 of 388 This form is now available for electronic submittal using the Alabama Environmental Permitting and Compliance System or AEPACS. [Note: The program encourages the use of an electronic form submittal rather than a paper form submittal.] Please click the link below to submit this form electronically using AEPACS. https://aepacs.adem.alabama.gov/nviro/ncore/external/home Page 361 of 388 ADEM Form 9 Revised 06/22 m2 ARF Application – Page 1 of 2 For help completing this application, please contact ADEM at 334-274-4201. Alabama Recycling Fund Grant Application Applicant Information Lead Applicant Name(Entity, Group, or Organization) Regional Planning Commission Area(s) STAARS Mailing Address City/State/Area County Country Email Address Email Cell Phone Business Phone Project Contact Information Contact Person (Prefix/First/Last Name) Email Address Governmental Body or Agency Name Federal Employer ID Number (FEIN) Mailing Address City, State/Area Zip Code Cell Phone Business Phone Country Project Costs Total Estimated Cost of Project Grant Amount Requested $ $ General Project Information Estimated quantity of material to be recycled or reused Estimate of how much of this amount will be from out-of-state What types of materials will be recycled? When will the proposed project be fully implemented? How many households are in the area covered by this project? When was your local Solid Waste Management Plan (SWMP) approved? Is the proposed project consistent with the approved SWMP? What existing recycling efforts exist in your solid waste jurisdiction? What is the estimated participation rate in recycling in the area? What types of materials are currently recycled in your area? Does the proposal include public education/outreach activities? Does the project require advance funds? Does the project area have solid waste collection service? If so, how many households are served? Is this application a regional project with more than one applicant? If so, who is/are the other jurisdiction(s)? Baldwin USA USA City of Fairhope George Ladd City of Fairhope Public Works Fairhope, AL 36532555 South Section Street 251/928-8003 251/928-2136 george.ladd@fairhopeal.gov 312,000 312,000 approx. 5% PO Box 429 Fairhope, AL 36533 kimberly.creech@fairhopeal.gov kimberly.creech@fairhopeal.gov 251-928-2136 63-6001254 South Alabama Regional Planning Commission 12,000 tpy w/ growth to 16,000 tpy 0 tpy (no out-of-state material) Aluminum, OCC, mixed paper, plastic #1 - #7, ferrous metal January 1, 2026 8,746 for this grant (114,434 total) January 28, 2025 Yes Municipal curbside/County drop-off Same as listed above Yes, hands-on educational center No Yes 8,746 Fairhope (114,434 Countywide) No N/A Page 362 of 388 ADEM Form 9 Revised 06/22 m2 ARF Application – Page 2 of 2 Project Location Project Site Name: Address: City, State/Area Zip: County Country Prepare and include a project description (Include project costs, revenues, list of and markets for anticipated recycled materials, any public education and outreach efforts, and any interaction with existing solid waste management and/or recycling infrastructure.) Other information to prepare may include but is not limited to the following (proposed contracts, requests for proposal, agreements, local SWMP revisions, recycling business plans, equipment drawings, outreach materials, or other documents related to the proposed recycling/waste minimizations project or program) Signature/Certification This application is made for the activities described herein. I certify that I am familiar with the information contained in the application, have authority to enter into agreements on behalf of the applicant(s), and, do hereby certify to the best of my knowledge and belief, this information is true, complete, and accurate. Responsible Official Signature Title Date Signed Responsible Official Name (Printed/Typed) Lead Applicant Name/Entity Responsible Official Mailing Address Responsible Official Phone Number (Business/Cell) Submit three copies of this application, with original signatures, and all attachments to: Materials Management Section Solid Waste Branch Land Division Alabama Department of Environmental Management P O Box 301463 Montgomery, AL 36130-1463 Baldwin County Material Recovery Facility Baldwin County Road 49 Summerdale, AL 36580 Baldwin USA Treasurer Kimberly Creech City of Fairhope PO Drawer 429, Fairhope, AL 36533 251-928-2136 Page 363 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1318 FROM: Ben Patterson, ELECTRIC SUPERINTENDENT SUBJECT: Amending Bid No. 024-16 to add $5,000.00 to cover the actual cost of the invoices for Flame Resistant (FR) Uniform Shirts Annual Contract to increase the total bid amount from $45,000.00 to $50,000.00. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: That the City Council approves amending Bid No. 024-16 to add $5,000.00 to cover the actual cost of the invoices for Flame Resistant (FR) Uniform Shirts Annual Contract to increase the total bid amount from $45,000.00 to $50,000.00. BACKGROUND INFORMATION: PREVIOUS COUNCIL ACTION: Bid No. 24-016 for Flame Resistant (FR) Uniform Shirts Annual Contract was awarded to Image Solutions USA for the not-to-exceed amount of $45,000.00 by City Council on February 19, 2024. BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget Various- 50462 Safety Wear & PPE $5,000.00 $5,000.00 $0.00 GRANT: LEGAL IMPACT: FOLLOW UP IMPLEMENTATION: For time-sensitive follow up, select deadline date for follow up: Page 364 of 388 Individual(s) responsible for follow up: Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 365 of 388 RESOLUTION NO. ____ WHEREAS, the City of Fairhope did request, receive, and open bids to procure services for (Bid No. 24-016) for Flame Resistant (FR) Uniform Shirts Annual Contract; and at the appointed time and place, the following bids were opened and tabulated; and WHEREAS, on February 19, 2024 the City Council awarded Bid No. 024-16 to Image Solutions USA with a total bid proposal not-to-exceed of $45,000.00. WHEREAS, there is a need to add an additional $5,000.00 to this contract to cover the actual cost of the invoices. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council approves amending Bid No. 024- 16 to add $5,000.00 to cover the actual cost of the invoices for Flame Resistant (FR) Uniform Shirts Annual Contract to increase the total bid amount from $45,000.00 to $50,000.00. DULY ADOPTED THIS 10TH DAY OF MARCH, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 366 of 388 RESOLUTION NO. 4995-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [ 1] That the City of Fairhope did request, receive , and open bids to procure services for (Bid No. 24-016) for Flame Resistant (FR) Uniform Shirts Annual Contract at 555 South Section Street at the City of Fairhope offices , Fairhope , Alabama. [2] At the appointed time and place , five (5) bids were received and tabulated as follows: Please see attached Bid Tabulation Flame Resistant (FR) Uniform Shirts Annual Contract [3] After evaluating the bids with required specifications, Image Solutions USA is now awarded (Bid No . 24-016) for Flame Resistant (FR) Uniform Shirts Annual Contract with a bid proposal not-to-exceed $45 ,000, DULY ADOPTED THIS 19TH D Corey Martin , Council President Attest: ~*L ity Clerk Page 367 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1311 FROM: Ben Patterson, ELECTRIC SUPERINTENDENT Wes Boyett, GAS SUPERINTENDENT SUBJECT: The Superintendent of Electric Department, Ben Patterson, and the Superintendent of Gas Department, Wes Boyett, are requesting Extension No. 1 for Bid No. 24-016 Flame Resistant (FR) Uniform Shirts Annual Contract and conditions as the original contract. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: To approve the extension No. 1 of the contract for Bid No. 24-016 Flame Resistant (FR) Uniform Shirts Annual Contract to Image Solutions USA with the annual not-to-exceed contract amount to $50,000.00 for the same terms and conditions as the original bid award. BACKGROUND INFORMATION: The Superintendent of the Electric Department and the Superintendent of Gas Department are requesting Extension No. 1 for Bid No. 24-016 Flame Resistant (FR) Uniform Shirts Annual Contract. The original contract was executed on March 4, 2024 and awarded to Image Solutions USA. Extension No. 1 will extend the referenced contract until March 3, 2026. All changes will be at the same terms and conditions as the original awarded contract. Flame Resistant (FR) uniforms are required for the Electric, Gas and Meter Department. Previous Action: Resolution No. 4995-24 BUDGET IMPACT/FUNDING SOURCE: Account No. Account Title Current Budget Cost Available Budget 002/003/001190 - 50462 Safety Wear & PPE $50,000.00 $50,000.00 $0.00 Page 368 of 388 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 369 of 388 RESOLUTION NO. _____ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 1 for (Bid No. 24-016) Flame Resistant (FR) Uniform Shirts Annual Contract with Image Solutions USA; and to increase the annual not-to-exceed contract amount by $5,000.00 to $50,000.00, per the terms and conditions of the original contract. ADOPTED ON THIS 10TH DAY OF MARCH, 2025 _______________________________ Jack Burrell, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Page 370 of 388 City of Fairhope Bid No. 24-016 Flame Resistant (FR) Uniform Shirts Annual Contract Contract Extension No. 1 This EXTENSION NO.1 of CONTRACT ("Extension") is made this _____ day of _______________________ ,2025, for the purpose of extending the agreement known as Bid No. 24-016 Flame Resistant (FR) Uniform Shirts Annual Contract, dated March 4, 2024, (“Original Contract") between the City of Fairhope and Image Solutions USA (the "Parties"). 1. Extension 1 of this agreement, which is attached hereto as a part of this Extension, is described below: Bid No. 24-016 Flame Resistant (FR) Uniform Shirts Annual Contract and will end on March 3, 2025 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 March 4, 2025 and will end on March 3, 2026. 3. The Parties agree to increase the not-to-exceed annual award amount by Five Thousand Dollars. This will increase the not-to-exceed annual award amount from Forty-Five Thousand Dollars ($45,000.00) to Fifty Thousand Dollars ($50,000.00). 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__________________ , 2025. Notary Public______________________________ My Commission Expires:______________ Page 371 of 388 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 _____________, 2025. Notary Public ___________________________ My Commission Expires ___________________ Page 372 of 388 RESOLUTION NO. 4995-24 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows: [1] That the City of Fairhope did request, recei ve, and open bids to procure services for (Bid No . 24-016) for Flame Resistant (FR) Uniform Shirts Annual Contract at 555 South Section Street at the City of Fairhope offices , Fairhope , Alabama. [2] At the appointed time and place , five (5) bid s were received and tabulated as follows : Please see attached Bid Tabulation Flame Re sistant (FR) Uniform Shirts Annual Contract [3] After evaluating the bids with required specifications, Image Solutions USA is now awarded (Bid No. 24-016) for Flame Resi stant (FR) Uniform Shirts Annual Contract with a bid propo sa l not-to-exceed $45 ,000 .. DULY ADOPTED THIS 19TH D Corey Martin , Council President Attest: Page 373 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1287 FROM: Lisa Hanks, CITY CLERK SUBJECT: Sandy Tormoen, Board President of Baldwin County Trailblazers, is requesting the use of the sidewalks and grassy areas of Utopia Park on Saturday, May 17, 2025, from 12:00 p.m. to 5:00 p.m. for their annual Chalk the Trail Event with an alternate rain date of May 18, 2025. The event raises awareness as well as funds for the Baldwin County Trailblazers. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: That the City Council approves the request to use of the sidewalks and grassy areas of Utopia Park on Saturday, May 17, 2025, from 12:00 p.m. to 5:00 p.m. for their annual Chalk the Trail Event with an alternate rain date of May 18, 2025. The event raises awareness as well as funds for the Baldwin County Trailblazers. 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: Page 374 of 388 Action required (list contact persons/addresses if documents are to be mailed or emailed): Page 375 of 388 Page 376 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1346 FROM:Stephanie Hollinghead, CHIEF Lisa Hanks, CITY CLERK SUBJECT:Restaurant Liquor License by Drew Burroughs for Burroughs, Barnhill, and Matthews LLC d/b/a Fairhope Social Club. AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: That the City Council approves the Restaurant Liquor License by Drew Burroughs for Burroughs, Barnhill, and Matthews LLC d/b/a Fairhope Social Club. 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 377 of 388 Revised 09/2013 CITY OF FAIRHOPE P.O. DRAWER 429 FAIRHOPE, AL 36533 2511928 •2136 iA 5 '25 Pl-1 4:06 ALCOHOLIC BEVERAGE LICENSE APPPLICATION ~#-- PLEASE PRINT We hereby apply for a license to sell Alcoholic Beverages in the City of Fairhope or its Police Jurisdiction. We agree to abide by all applicable Ordinances of the City , or any amendments to same, and to promptly furnish all reports required by the City .Mr-kcp ~tJJ. l/iA.Jo APPLICANT'S NAME'J)few 0L,t<n'.)f/lc;1V\ S SSN#·---==------ AGE __ DATE OF BIRTH ___ -.... PLACE OF BIRTH ~1'r nDp~ MAILING ADDRESS 17 a 17 f h; Iii ps f/c.eQ_ (,rirhtJf(., fJ L :1t;,>"i2' HOME# _________ WORK# ~>/ -;;l/t)-:l)<J{) CELL# ____ ~ _____ FAX# ___________ _ RESIDENCE ADDRESS 17 ~ I] fh if fips · [I fqi,hofL i}-L 7t,,>"I ':A. NO.YEARS AT PRESENT ADDRESS Cf NO .YEARS AT PREVIOUS ADDRESS -~....__- PREVIOUS ADDRESS q I{}. tla n ,q (/L, A rf-I// v~e h~ J4 L '7 V ~~ (/ NAME AND ADDRESS OF BUSINESS f°4irhope_ 8t>C(('.'.f ( {!,/t,4 b (:hJArC.h I lf Al. ~ S./-. (v, rh tJ (JR.. "1 l 7 w~~ ~ NAME OF CORPORATION &"1,rn:)010:S', earll\h;// ,a,,,J A.AA.../1-h&ws ll~ BUSINESS LOCATION fl{ /J. (1L,11<rCvt Sf:. (;.;,-}1()(le__ i9L grc~ ;)._ i HAS APPLICANT EVER HAD AN ALCOHOLIC BEVERAGE LICENSE BEFORE jJ{) IF SO, WHERE _______ UNDER WHAT NAME ________ _ HAS APPLICANT EVER BEEN ARRESTED pc) IF SO , WHERE. _______ _ WHEN _____ WHATWAS CHARGE _____________ _ DISPOSITION ______________________ _ LIST THREE REFERENCES : NAME ADDRESS a.;oq; ,t,. c. ~i llif~ f..ot,.c.( (.,oy..e,/ ~l.. 1Cf~f PHONE NUMBER Page 378 of 388 City of Fairhope Alcoholic Beverage License Application Page-2- PLEASE SELECT TYPE OF LICENSE APPLYING FOR: Revised 09/2013 __ 011 -PACKAGE STORE LICENSE -Allows sale of liquor , wine , or beer at Retail, TO GO only . No one under age 21 allowed on premises . A liquor tax of 10% City Limits or 5% Police Jurisdiction is due the 10th of each month on the purchase price paid for all liquor for use or resale by lhe licensee. __ 010-LOUNGE LIQUOR LICENSE -Allows sale of liquor, wine, or beer for on and off consumption. No one under age 21 allowed on the premises . A liquor taJ< of 10% City Limits or 5% Police Jurisdiction is due the 1 rfh of each month on the purchase price paid for all liquor for use or resale by the licensee. __ 031-CLUB LIQUOR LICENSE -Allows sale of liquor, wine, or beer but must meet ABC Board's "club" regulations . A liquor tax of 10% City Limits or 5% Police Jurisdiction is due the 1 Ou-, of each month on the purchase pnce paid for all liquor for use or resale by the I icensee. V 020 -RESTAURANT LIQUOR LICENSE -Allows sale of liquor, wine, or beer for on-premises consumption only and 51 % of gross receipts must come from the sale of food . A liquor tax of 10% City limits or 5% Police Jurisdiction is due the 10th of each month on the purchase price paid for all liquor for use or resale by the licensee. 140 -SPECIAL EVENTS LICENSE __ 160 -SPECIAL RETAIL LICENSE-More than 30 days 040 • BEER ON/OFF PREMISES LICENSE -Allows sale of Beer Only, on and off consumption. 050 -BEER OFF-PREMISES LICENSE -Allows sale of Beer Only , TO GO only . 060 -WINE ON/OFF PREMISES LICENSE-Allows sale of Wine Only, on and off consumption . 070 -WINE OFF-PREMISES LICENSE -Allows sale of Wine Only, TO GO, only . 100 -WINE WHOLESALER LICENSE 210 -WINE IMPORTER LICENSE 200 -WINE MANUFACTURER LICENSE 240-NON -PROFIT TAX EXEMPT LICENSE I STATE ALL THE ABOVE TO BE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE. DATE NOT APPROVED NOT APPROVED ______ DATE __ _ 8 Y COUNCIL _____ DATE __ _ Chief of Police City Clerk APPROVED ~ /k DATE ;._-(,~ ;,;' APPROVED BY COUNCIL _____ DATE __ _ Chief of Police City Clerk ,,. The Chief of Police is only acquiring a background check on the owners, partners, orcofl)orate officers of lhe business for the City of Fairhope . The Alabama Alcoholic Beverage Control Board does a thorough Federal and State background check before issuing the License . Page 379 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1290 FROM:Sherry Sullivan, Mayor Jack Burrell, Council President SUBJECT:Appointments - Airport Authority AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: That the City Council approves the appointments for the Fairhope Airport Authority. BACKGROUND INFORMATION: Frank "Chip" Groner and Amy Pearson terms will end March 31, 2025 for the Fairhope Airport Authority. 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 380 of 388 AIRPORT AUTHORITY NOMINEE (S) 6-Year Term APPOINTMENTS . Mitchell “Mitch” Skrmetta Susanna Freeman The term shall end March 31, 2031 REAPPOINTMENTS . Page 381 of 388 AUTHORITY MEMBERS: DON WARD CHAIRMAN PELHAM (PEU HENRY VICE CHAIRMAN AMY PEARSON TREASURER WI LL B RUCE SECRETARY JACK BURRELL FRANK (C HIP) GRONER H . LEN STRICKLAND. JR. FAIRHOPE AI RPORT AUTHORITY . P .O . DRAWER 429 FAI RHOPE , AL 36533 (25 1 ) 990-5080 Hon .· Sherry Sullivan, Mayor City of Fairhope , Alabama 161 N. Section St. Fairhope, AL 36532 February 11, 2025 Re: Nomination and Appointment of Board Members Dear Mayor Sullivan : The Board of Directors for Fairhope Airport Authority thanks Frank (Chip) Groner and Amy Pearson for their faithful and dedicated service to the Authority and the Airport. Their terms as Board members will end on March 31 , 2025 . At its regular meeting on February 11 , 2025 , the Board approved this le~er to respectfully request the appointments of Mr. Mitch Skrmetta to fill Mrs. Pearson 's vacancy and Mrs . Susanna Freeman to fill Mr. Groner 's vacancy . Mr. Skrmetta brings significant aviation, construction , and financial experience to the Board , all of which the Board needs at this time in the development of the Airport . Mrs . Freeman also brings substantial experience as a flight instructor and a pilot. Mrs . Freeman is a member of a flying club based at the Airport . In accordance with § 4-3-45 , Ala . Code 1975 , any vacancy on the Board is filled on the nomination of the Mayor and the affirmative vote of the City Council. The terms of the newly appointed Board Members are for six years, and will expire in 2031 . Both Mr. Skrmetta and Mrs . Feeman will be of great benefit to the Board if they are nominated and approved by the City Council. On behalf of the Board , we appreciate your consideration of this request. Don Ward Board Chairman Page 382 of 388 CITY OF FAIRHOPE APPLICATION FOR APPOINTM ENT TO A CITY BOARD OR COMMITTEE City Council seeks to ha ve d i\'e rs ity in making ap poi ntm ent 10 bo ard s an d committee s. II is th e polic) of the C it) Co un ci l 10 make appointments based on the nc:ed s of the C ity as wdl as th e interes ts and qua lilicatio ns of e aeh applicant. In ac cordance with the Code of Alabama. all applicants mu st he 411alifi ed e lectors and ta x payers in the City. excluding the Pl ann ing Commission. All applications lilcd with the C it y C le rk ,,ill be public re cord . Please return thi s application to th e Fa ir hope Ci ty Clt!rk at C ity Hall. 161 orth Section Street. Fai rhope . A labama 3 6532 or mail to City of Fairhope. Attention Fairhope C:it y Cl erk . P. 0. Drawer 429. Fa irhope. Alabama 36533. PL EASE PRI T CL EARLY Skrmetta . Mitchell Last Name: _______________ First Name: _____________ Ph o ne N umbe r: Cell : (228)265-0440 E .1 mmskrmet@yahoo.com m ui: • -------- 106 McIntosh Bluff Rd Home Address: _________________________ _ City : Fairhope State: AL Z ip : 36532 Business Address : 12940 Underwood Rd City : Summerdale Stai e : AL Z ip : 36580 Nume of Board or Committee : Fairhope A irport Authority EDUCATIONAL BA KGRO UN D: University of Mississippi Bachelor Degree in Accounting PROFESSIONAL LI CE NSE S A 1 DIOR A:SOCI TIO S: Ce rtified Public Accountant Mi•d~~ippi License #5873 PROFESSIO AL EXP ERI ENCE: 1 Year as Vice President at Cunningham Delaney Construction 4 Years as Chief Financial Officer at Cunningham Delaney Construction 1 Year as Vice President at Orocon Construction 2 Years as Chief Financial Officer at Broussard Mech an ical 2 Years as Chief Financial Officer at Gu tt Coast Shi ova rd Grouo a Page 383 of 388 CIVIC INTERESTS AND/O R SERVI E MEMBERSHIPS: HOW WILL YO UR QUALIFICATIO . BEST SERVE TII E NEEDS OF TIIE COMM NITY'! Signature : <----,, /)::) You may att.!{ctfa resume with th is applidlti on . Page 384 of 388 CITY OF FAIRHOPE APPLICATION FOR APPOINTMENT TO A CITY BOARD OR COMMITTEE City Council seeks to have diversity in making appointment to boards and committees. It is the policy of the City Council to make appointments based on the needs of the City as well as the interests and qualifications of each applicant. In accordance with the Code of Alabama, all applicants must be qualified electors and taxpayers in the City , excluding the Planning Commission. All applications filed with the City Clerk will be public record . Please return this application to the Fairhope City Clerk at City Hall, 161 North Section Street, Fairhope, Alabama 3 6532 or mail to City of Fairhope, Attention Fairhope City Clerk, P. 0 . Drawer 429, Fairhope , Alabama 36533 . PLEASE PRINT CLEARLY Last Name: _F_r_e_e_m_a_n ___________ First Name : _S_u_s_a_n_a ___________ Phone Number: --------Cell : 256-996-2730 Email: susanafreeman5@gmay. Home Address: 6211 Nelson Drive City : Fairhope State : AL Zip : 36532 Business Address : _________________________ _ City: __________ State : ___ Zip: ____ _ Name of Board or Committee : Fairhope Airport Authority EDUCATIONAL BACKGROUND : Middle Tennessee State University Bachelor of Science -Aviation Maintenance Management and Business Administration Middle Tennessee State University Master of Science -Aviation Management PROFESSIONAL LICENSES AND/OR ASSOCIATIONS: Commercial Pilot Certified Flight Instructor Airframe and Powerplant Mechanic ISO Internal Auditor PROFESSIONAL EXPERIENCE : Ins pec Labeling -Quality Manager -Created, implemented and maintained the company's quality management system and obtained ISO 9001 certification. Flight Instructor Page 385 of 388 CMC INTERESTS AND /OR SERVIC E ME MB ERSffiPS : 99s International Organization of Women Pilots -Member and former Vice Chair oflocal chapter Baldwin County Public Schools -Substitute teacher and volunteer Baking It Forward Cookie Ministry HOW WILL YOUR QUAL IFICA TI ONS BEST SERV E THE NE EDS OF THE COMMUNITY? As a resident of Fairhope and a member of a local flying club, I have a sincere interest in supporting the p r oper operation and continual improvement of our airport. My aviation background and affiliations should bring value to the airport authority of our fast growing community. Signature : --~------'r--'--______ Date: _ 2 _ 19 _ 1 _ 2 _ 0 _ 2 _ 5 ___ _ You may attach a resume with this application. Page 386 of 388 CITY OF FAIRHOPE AGENDA MEMORANDUM Item ID: 2025-1345 FROM: Jack Burrell, Council President SUBJECT: Appointment - Parking Authority AGENDA DATE: March 10, 2025 RECOMMENDED ACTION: That the City Council approves Appointment to Parking Authority 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 387 of 388 PARKING AUTHORITY NOMINEE (S) 4 -Year Term APPOINTMENTS . Jimmy Conyers REAPPOINTMENTS . The term shall end March 2029. Page 388 of 388