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HomeMy WebLinkAbout03-13-2023 Council PacketCITY OF FAIRHOPE CITY COUNCIL WORK SESSION AGENDA MONDAY, 13 MARCH 2023 – 4:30 P.M. – COUNCIL CHAMBER 1.Alabama Historical Commission Certified Local Government (CLG) Program – Paige Thomas 2.Project Status and Budget Update for the Roundabout at North Section Street 3. Request for Another Building Inspector 4. Discussion of Additional Police Space 5.Committee Updates 6.Department Head Updates City Council Agenda Meeting – 5:30 p.m. on Monday, March 13, 2023 – Council Chamber Next Regular Meeting – Wednesday, March 22, 2023 – Same Time Same Place 001 INFORMATION ON ESTABLISHING A HISTORIC PRESERVATION COMMISSION AND OPTIONAL PROGRAMS 002 ESTABLISHING A HISTORIC PRESERVATION COMMISSION 003 STEPS TO ESTABLISH A HISTORIC PRESERVATION COMMISSION 1.Adopt a local historic preservation ordinance based on Code of Alabama 11-68-1 to 11-68-15. A model ordinance is available from the Alabama Historical Commission (AHC). 2.Appoint a seven-member historic preservation commission with at least three members with formal training in the fields listed in Section 11-68-3(a). 3.The local historic preservation commission (HPC) holds an organizational meeting to learn about their responsibilities, nominate the officers, establish monthly meeting date, and develop by-laws. A staff member from AHC is available to assist with this meeting. 4.Adopt by-laws, approve officers, and establish an annual work plan. The work plan should be individual to the community. The town may need to have a historic resource survey conducted, apply for a grant, educate community on benefits of local designation, lobby to save a local landmark, etc. A staff member from AHC is available to assist with this meeting. 5.Once the city council's approval is given, an ordinance establishing the HPC is passed. 6.OPTIONAL FOR HPCs: Once a commission has been established, the municipality is eligible to apply for Certified Local Government (CLG) status. The CLG program provides technical assistance and makes the municipality eligible to receive grant funding through a competitive process from the Certified Local Government Grant Program. 7.OPTIONAL FOR HPCs: For communities who decide to designate a local district, the preservation ordinance must be followed for this process. The HPC to survey the district according to the AHC standards, justify the district boundaries based on architectural and historical merits, and develop local design guidelines to protect the significant features of the district. The HPC must hold a public hearing and notify all district residents of the hearing. Within 15 days (according to the model ordinance) of the hearing the HPC must present the proposed district to city council for their approval. a.Complete survey of the proposed district according to AHC standards. The survey should justify the boundary of the proposed district based on architectural and historical merits. More information on architectural surveys can be found at https://ahc.alabama.gov/architecturalprograms.aspx. b.Develop a map of the proposed district. c.Develop draft design review guidelines. d.HPC must hold a public hearing pursuant to the local ordinance. Each property owner in the proposed district must be notified of the meeting by mail and have the opportunity for comment. e.The HPC must present the proposed district to city council for their approval within 15 days of the public meeting, or however many days specified in the local ordinance. Once the city council's approval is given, an ordinance establishing the local district is passed. Property owners must have approval from the local HPC or architectural review board (if established by the city) before making any major changes to the property in the district. The HPC or review board must develop an application form and process. Building permits are not issued until property owner has commission or review board approval (called a Certificate of Appropriateness). City personnel must be educated on their role. Regular maintenance work can be "expedited" by the city staff. These expedited work items must be listed and have the HPC’s or review board’s approval. Typically, this expedited work includes re-roofing with same material, re-painting in a similar color, and ordinary maintenance to correct decay, deterioration, or damage that does not involve material change or a change in appearance. For more information please contact: Paige Thomas, CLG Coordinator 334-230-2643 / Paige.Thomas@ahc.alabama.gov 468 S. PERRY STREET MONTGOMERY, ALABAMA 36130-0900 VOICE: (334)242-3184 FAX: (334)262-1083 WWW.AHC.ALABAMA.GOV 004 CERTIFIED LOCAL GOVERNMENT FACT SHEET 005 468 S. Perry Street Montgomery, Alabama 36130-0900 Voice: (334)242-3184 Fax: (334)262-1083 www.ahc.alabama.gov Certified Local Government Program A Certified Local Government (CLG) is a town or city that demonstrated its commitment to saving what is important from the past for future generations through a partnership with the National Park Service and the Alabama Historical Commission. A town or city becomes a CLG by:  enacting a special historic preservation ordinance;  enforcing the ordinance through a local preservation commission;  Meeting minimum standards for certified local governments as determined by the National Park service and the Alabama Historical Commission. What are the benefits of becoming a CLG? Funding: Alabama receives an annual appropriation from the Federal Historic Preservation Fund and is required to give at least 10% of their funding to CLGs as subgrants. These grants can fund a wide variety of projects including: surveys, National Register nominations, rehabilitation work, design guidelines, educational programs, training, structural assessments, and feasibility studies, to name a few. Technical Assistance: As a CLG, communities have direct access to SHPO staff for assistance with their commission, building assessments, surveys and nominations, and general preservation assistance. State staff and NPS offer regular training for CLGs as well, an added benefit of the partnership. Each SHPO has a designated CLG Coordinator. Sustainability: Historic preservation has proven economic, environmental, and social benefits. Studies show that historic districts maintain higher property values, less population decline, more walkability and greater sense of community. Through a public process, cities can opt to have more local control over development in locally designated historic districts. This is not a requirement of becoming a CLG, but it allows communities to stabilize historic districts and preserve community character. Locally designated historic districts consistently show increased property values and economic investment. These areas also create opportunities for heritage tourism programs. What are the responsibilities of a CLG? Local preservation commissions recommend designation of local historic landmarks and districts to city council. They review and approve rehabilitation projects within locally designated districts or on locally designated landmarks through a Certificate of Appropriateness program. They review and make comments on all districts and individual nominations to the National Register of Historic Places in their town. People who serve on local commissions and architectural review boards make a serious time commitment to serve their communities by protecting historic resources. Cities in the CLG program make a commitment to survey and inventory historic properties and determine strategies to protect their special character. What are the criteria for gaining CLG status? Only cities and towns with a comprehensive plan and zoning ordinance can adopt a preservation ordinance, one of the cornerstones of the CLG program. The ordinance, surveys and composition of the local commission also have criteria set out by agreement between the city and the AHC. Where can I get more information? Contact: Paige Thomas Alabama Historical Commission 334.230.2643 / Paige.Thomas@ahc.alabama.gov Participating Cities in Alabama: Abbeville, Anniston, Arab, Auburn, Atmore, Bessemer, Birmingham, Blountsville, Centreville, Chickasaw, Decatur, Demopolis, Dothan, Eufaula, Fayette, Fairfield, Foley, Guntersville, Homewood, Huntsville, Magnolia Springs, Mobile, Monroeville, Montevallo, Montgomery, Northport, Opelika, Phenix City, Selma, Sheffield, Sylacauga, Tuscaloosa, Tuscumbia, and Valley 006 OPTIONAL: STEPS TO BECOMING A CERTIFIED LOCAL GOVERNMENT 007 STEPS TO BECOMING A CERTIFIED LOCAL GOVERNMENT (CLG) 1.Adopt a local historic preservation ordinance based on Code of Alabama 11-68-1 to 11-68-15. A model ordinance is available from the Alabama Historical Commission (AHC). 2.Appoint a seven-member historic preservation commission with at least three members with formal training in the fields listed in Section 11-68-3(a) in order to qualify for Certified Local Government program. The municipality may also choose to adopt an architectural review board. 3.The local historic preservation commission (HPC) holds an organizational meeting to learn about their responsibilities, nominate the officers, establish monthly meeting date, and develop by-laws. A staff member from AHC is available to assist with this meeting. 4.Adopt by-laws, approve officers, and establish an annual work plan. The work plan should be individual to the community. The town may need to have a historic resource survey conducted, apply for a grant, educate community on benefits of local designation, lobby to save a local landmark, etc. A staff member from AHC is available to assist with this meeting. 5.The city clerk or other appropriate staff requests review of their local program for compliance with the Certified Local Government requirements. This correspondence should include an application form; copy of the ordinance; name of city staff member assigned to work with the HPC, Letter of Intent signed by the mayor; list of any buildings, sites, structures or districts including addresses of locally designated properties; proposal of how National Register nominations will be reviewed; how and where records will be kept; and resumes from HPC members to verify at least three meet the educational requirements of the ordinance. The AHC will review the local ordinance for compliance with the state enabling legislation. If the ordinance meets the requirements and the application is approved, a CLG Agreement will be signed by the AHC Executive Director and the mayor. The AHC will then forward all paperwork to the National Park Service for final approval. 6.OPTIONAL FOR CLGs: For communities who decide to designate a local district, the preservation ordinance must be followed for this process. It requires the HPC to survey the district according to the AHC standards, justify the district boundaries based on architectural and historical merits, and develop local design guidelines to protect the significant features of the district. The HPC must hold a public hearing and notify all district residents of the hearing. Within 15 days (according to the model ordinance) of the hearing the HPC must present the proposed district to city council for their approval. Once the city council's approval is given, an ordinance establishing the local district is passed. Property owners must have approval from the local HPC (or architectural review board) before making any major changes to the property in the district. The HPC must develop an application form and process. Building permits are not issued until property owner has commission or review board approval (called a Certificate of Appropriateness). City personnel must be educated on their role. Regular maintenance work can be "expedited" by the city staff. These expedited work items must be listed and have the HPC’s or review board’s approval. Typically, this expedited work includes re- roofing with same material, re-painting in a similar color, and ordinary maintenance to correct decay, deterioration, or damage that does not involve material change or a change in appearance. For more information please contact: Paige Thomas, CLG Coordinator 334-230-2643 / Paige.Thomas@ahc.alabama.gov 468 S. PERRY STREET MONTGOMERY, ALABAMA 36130-0900 VOICE: (334)242-3184 FAX: (334)262-1083 WWW.AHC.ALABAMA.GOV 008 STATE ENABLING LEGISLATION 009 CODE OF ALABAMA – Title 11 Chapter 68: HISTORIC PRESERVATION COMMISSIONS AND ARCHITECTURAL REVIEW BOARDS. Section 11-68-1 Purpose of chapter. The purposes of this chapter are to provide for the establishment of historic preservation commissions and architectural review boards, and to promote the educational, cultural, economic and general welfare of Alabama municipalities: through the preservation and protection of buildings, sites, structures, areas and districts of historic significance and interest; through the preservation and enhancement of the national, state and local historic, architectural, archaeological and aesthetic heritage found in Alabama; and through the promotion and enhancement of Alabama's historic and aesthetic attraction to tourists and visitors. Section 11-68-2 Establishment of historic preservation commission and architectural review boards. The governing body of any municipality electing to enact an ordinance, pursuant to this chapter, to provide for the creation, protection and enhancement of historic properties or historic districts, shall establish an historic preservation commission, hereinafter sometimes called the commission, and may establish one or more architectural review boards, hereinafter sometimes called the boards, to carry out the purposes and responsibilities of that ordinance. Section 11-68-3 Composition of commission; nomination of members; terms of office; removal; vacancies; officers; rules; reimbursement of expenses; personnel; annual report; meetings. (a) An historic preservation commission created by an ordinance enacted pursuant to this chapter shall be composed of not less than 7 members, who shall have demonstrated training or experience in the fields of history, architecture, architectural history, urban planning, archaeology or law, or who shall be residents of an historic district designated pursuant to that ordinance. Members of the commission shall be bona fide residents of the territorial jurisdiction of the municipality creating the commission. Not more than one-fifth of the members of the commission shall be public officials. (b) Members of the commission shall be nominated by the chief executive officer of the municipality creating the commission and appointed by the legislative body of that municipality. Nomination and appointment of members of the commission shall be made 010 so as to ensure that the commission will be composed of persons with as much of the training and experience specified in subsection (a) of this section as is possible. (c) Except for the original members of the commission, members of the commission shall serve three year terms and shall be appointed in such a manner so as to serve overlapping terms. Two of the original members of the commission shall be appointed to serve one year terms, two of the original members of the commission shall be appointed to serve two year terms, and the remainder of the original members of the commission shall be appointed to serve three year terms. Members of the commission may be reappointed. (d) Members of the commission may be removed for cause by the legislative body of the municipality creating the commission. (e) Vacancies on the commission shall be filled by persons nominated by the chief executive officer of the municipality creating the commission and appointed by the legislative body of that municipality. Such appointments shall be for the unexpired term of the member replaced. (f) Members of the commission shall elect a chairman and a vice chairman and such other officers as the members deem necessary. The commission shall adopt rules of procedure and bylaws to govern its operations and shall communicate those rules of procedure and bylaws to the municipality creating the commission. The rules of procedure and bylaws of the commission shall specify what number of members of the commission constitutes a quorum. (g) Members of the commission shall serve without compensation but may be reimbursed for expenses incurred on behalf of the commission in accordance with the rules and regulations for the reimbursement of expenses adopted by the commission. (h) The commission may employ such professional, technical, office and other personnel as may be necessary to carry out the purposes and responsibilities of the ordinance enacted pursuant to this chapter. (i) The commission shall prepare and file with the municipality creating the commission, and with the Alabama Historical Commission, an annual report of its activities as required by the municipality and the Alabama Historical Commission. (j) Meetings of the commission shall be public meetings and shall be held at times and places and pursuant to such notices specified in the ordinance creating the commission. Section 11-68-4 Status of commission as nonprofit agency exempt from taxation. An historic preservation commission shall constitute a non-profit governmental agency whose funds shall be used exclusively for public purposes. Such commission shall have 011 tax exempt status, and the properties of the commission and the income therefrom, together with all leases, agreements and contracts made by it, shall be forever exempt from any and all taxation by the State of Alabama and any political subdivision thereof, including, but not limited to, income, admission, amusement, excise and ad valorem taxes. Section 11-68-5 Powers and duties of commission. An historic preservation commission created by an ordinance enacted pursuant to this chapter shall be authorized to: (1) Preserve and protect buildings, structures and sites of historic and architectural value in the historic districts designated pursuant to that ordinance; (2) Prepare a survey of all property within the territorial jurisdiction of the municipality creating the commission; (3) Recommend to the municipality creating the commission buildings, structures, sites and districts for designation as historic properties or districts; (4) Restore and preserve any historic properties acquired by the municipality creating the commission or acquired by the commission; (5) Promote acquisition of facade and conservation easements by the municipality creating the commission or by the commission; (6) Develop and conduct educational programs on historic projects and districts designated pursuant to the ordinance and on historic preservation subjects; (7) Make such investigations and studies of matters relating to historic preservation as the municipality creating the commission or the commission deems necessary and appropriate for the purposes of this chapter; (8) Apply for funds to carry out the purposes and responsibilities of the commission from municipal, county, state, federal and private agencies and sources; (9) Purchase, sell, contract to purchase, contract to sell, own, encumber, lease, mortgage and insure real and personal property in carrying out the purposes and responsibilities of the commission; (10) Investigate, survey and process nominations of properties to the National Register of Historic Places; 012 (11) Investigate, survey and process applications for certification of historic properties for tax credits for preservation expenditures; (12) Contract with other municipal, county, state, federal and private agencies and organizations to perform historic preservation related functions; (13) Exercise such further powers as the commission may deem reasonably necessary and proper to carry out the purposes, responsibilities and powers of the commission. Section 11-68-6 Designation of historic properties and historic districts by municipality on recommendation of commission; criteria. (a) On recommendation of the historic preservation commission, a municipality enacting an ordinance, pursuant to this chapter, may designate historic properties and historic districts within the territorial jurisdiction of the municipality. (b) The commission shall not recommend designation of an historic property or historic district unless such recommendation is based on a finding of a survey of such property or district conducted by or for the commission in accordance with the rules and regulations of the Alabama Historical Commission. (c) The commission shall not recommend designation of an historic property or historic district unless it finds that the building, structure, site or district is identified with or represents a significant aspect of the cultural, political, economic, military or social history of the locality, region, state or nation or has had a significant relationship with the life of a historic person or event, representing a major aspect of the history of the locality, region, state or nation, or if a part of the historic, architectural, archaeological or aesthetic heritage of the locality, region, state, or nation. In the case of an individual building or structure, the commission may recommend designation as an historic property if the commission finds that the building or structure is an example of an architectural style, or combination of architectural styles, which is representative of the municipality creating the commission or which is unique to that municipality. In the case of a district, the commission may recommend designation as an historic district if the commission finds that the district contains vernacular structures which contribute to an overall character and sense of place which is representative of the municipality creating the commission. Section 11-68-7 Public hearing on proposed recommendation; notification of property owners. (a) Before the commission shall recommend the designation of an historic property or historic district, it shall hold a public hearing on the proposed recommendation of historic designation to be held at a time and place, and pursuant to such notices specified in the ordinance creating the commission. 013 (b) In addition to the notice of the public hearing required pursuant to subsection (a) of this section, all owners of property to be included in the proposed historic designation, as such owners are identified in the relevant property tax rolls, if such owners can be found on reasonable inquiry, shall be notified by mail of the public hearing to be held by the commission on the proposed recommendation of historic designation. Section 11-68-8 Written notice of designation of historic property or district. Upon the designation of any historic property or historic district by a municipality, pursuant to an ordinance enacted pursuant to this chapter, the historic preservation commission shall give notice in writing of that designation to all agencies of the municipality, and to all owners of property included in the historic designation. Section 11-68-9 Certificate of appropriateness prerequisite to changes in historic property or district; submission and consideration of application for certificate; rules, regulations and standards; expedited procedure; records. (a) No change in the exterior appearance of an historic property or any building, structure or site within an historic district may be made, and no historic property may be demolished, and no building or structure in an historic district may be erected or demolished unless and until a certificate of appropriateness for such change, erection or demolition is approved by the historic preservation commission created by the municipality designating the historic property or the historic district. Signs shall be considered as structures and no sign on an historic property or in an historic district shall be changed, erected or demolished unless and until a certificate of appropriateness is approved by the commission. The requirement of a certificate of appropriateness shall apply to public property which has been designated as an historic property or which is contained in an historic district, and shall apply to all actions by public authorities which involve historic properties and properties within historic districts. Demolition by neglect and the failure to maintain an historic property or a structure in an historic district shall constitute a change for which a certificate of appropriateness is necessary. A municipality enacting an ordinance, pursuant to this chapter, may include selection of paint colors in changes requiring a certificate of appropriateness. The painting of originally unpainted surfaces shall require a certificate of appropriateness. (b) The commission shall adopt rules and regulations setting forth the procedure for submission and consideration of applications for certificates of appropriateness, and no certificate of appropriateness shall be approved unless an application for a certificate of appropriateness is submitted to the commission accompanied by such drawings, photographs and plans, as may be required by the commission. (c) The commission shall adopt general design standards which shall apply in considering the granting and denial of certificates of appropriateness. 014 (d) Applications for certificates of appropriateness shall be considered by the commission at public meetings, held at times and places and pursuant to such notices as are specified in the ordinance creating the commission. (e) The commission may adopt an expedited procedure for approval of routine maintenance to historic properties, or to buildings or structures in historic districts. Such expedited procedure may waive the requirements for submission of an application for a certificate of appropriateness and for consideration at a public meeting. (f) The commission shall keep a record of all applications for certificates of appropriateness and requests for approval of routine maintenance and of all of its proceedings. Section 11-68-10 Appeal of denial to circuit court. Any person having a request for a certificate of appropriateness denied by the historic preservation commission, or architectural board as hereinafter provided, may appeal such denial to the circuit court of the county in which the commission exists. Section 11-68-11 Issuance of certificate; factors considered; reasons for rejection; application for reconsideration; effect of rejection on issuance of building permit. (a) The historic preservation commission shall approve an application and issue a certificate of appropriateness if it finds that the proposed change, erection or demolition conforms to the general design standards established by the commission, is compatible with the character of the historic property or historic district and does not detract from the value of the historic property or historic district. In making this determination, the commission shall consider, in addition to any other pertinent factors, the historic and architectural features involved and the proposed change thereto, and the relationship thereof, to the exterior architectural style, and pertinent features of other structures in the immediate neighborhood. (b) In its review of applications for certificate of appropriateness, the commission shall not consider interior changes or use having no effect on the exterior of a building or structure. (c) In the event the commission rejects an application, it shall state its reasons for doing so and shall transmit a record of such action and reasons therefore, in writing, to the applicant. The applicant may make modifications to its plans and resubmit the application for reconsideration at any time after doing so. (d) In cases where the application is for a change in the exterior of the building or structure which would require the issuance of a building permit, the rejection of an 015 application for a certificate of appropriateness by the commission shall be binding upon the building inspector or other administrative officer charged with issuing building permits and, in such case, no building permit shall be issued. Section 11-68-12 Institution of court proceedings to prevent violations and recover damages. The historic preservation commission, or the municipality creating the commission, shall be authorized to institute any appropriate action or proceeding in a court of competent jurisdiction to prevent any change in the exterior of a building or structure which is either an historic property or which is contained in an historic district, except in compliance with the provisions of an ordinance adopted in conformity with this chapter, or to prevent any illegal act or conduct with respect to such historic property, or historic district, and to recover any damages which may have been caused by the violation of that ordinance. Section 11-68-13 Architectural review board; composition; nomination of members; terms; removal for cause; vacancies; officers; rules; reimbursement for expenses; personnel; meetings; multiple boards. (a) A municipality enacting an ordinance pursuant to this chapter, may elect to create an architectural review board, hereinafter sometimes called the board, to perform the duties and responsibilities of the historic preservation commission in accepting, considering and approving or rejecting applications for certificates of appropriateness, as set out in Sections 11-68-9 through 11-68-12. (b) If such board is created, it shall be composed of not less than five members who shall have demonstrated training or experience in the fields of history, architecture, architectural history, urban planning, archaeology or law. Members of the board need not be residents of the territorial jurisdiction of the municipality creating the board. No member of a municipal governing body shall serve as members of the board. (c) Members of the board shall be nominated by the chief executive officer of the municipality creating the board, and appointed by the legislative body of that municipality or county. Nomination and appointment of members of the commission shall be made so that the board will be composed of persons with as much of the training and experience specified in subsection (b) of this section as possible. (d) Except for the original members of the board, members of the board shall serve three year terms and shall be appointed in such manner as to serve overlapping terms. Two of the original members of the board shall be appointed to serve one year terms and the remainder of the original members of the board shall be appointed to serve three year terms. Members of the board may be reappointed. 016 (e) Members of the board may be removed for cause by the legislative body of the municipality creating the board. (f) Vacancies on the board shall be filled by persons nominated by the chief executive officer of the municipality creating the commission and appointed by the legislative body of that municipality. Such appointments shall be for the unexpired term of the member replaced. (g) Members of the board shall elect a chairman and vice chairman and such other officers as the members deem necessary. The board shall adopt rules of procedure and shall communicate those rules of procedure to the municipality creating the board. The rules of procedure of the board shall specify what number of members of the board shall constitute a quorum. (h) Members of the board shall serve without compensation, but may be reimbursed for reasonable expenses incurred on behalf of the board, in accordance with the rules and regulations for the reimbursement of expenses adopted by the board. (i) The board may employ such professional, technical, office and other personnel, as may be necessary, to carry out the purposes and responsibilities of the board. (j) Meetings of the board shall be public meetings and shall be held at times and places and pursuant to such notices as are specified in the ordinance creating the board. (k) If, in the opinion of the governing body of the municipality creating a board, the work load of the board is, or is contemplated to be excessive, the governing body of the municipality creating the board may create more than one board, and designate the historic properties, and historic districts with which each board will be concerned, so long as each historic property and each historic district designated by the municipality shall be subject to the control of only one board. Each such board created shall have all of the powers and authority set forth in this chapter with respect to the historic properties and historic districts with which it is concerned. Section 11-68-14 Effect of chapter on preexisting historic development commissions or architectural review boards. No provision of this chapter shall be construed to require the dissolution of any historic development commission or architectural review board created by an ordinance enacted pursuant to prior laws. Any historic development commission or architectural review board created by an ordinance existing pursuant to prior laws and existing at the time of the enactment of this chapter shall continue in existence and shall have all of the purposes, powers and authority set out in the ordinances creating such commissions and boards. Any such commission or board shall also have the power set forth in this chapter, if so provided by ordinance enacted by the governing body of the municipality creating 017 the historic development commission or architectural review board. The fact that such a commission or board is not created by an ordinance enacted pursuant to this chapter shall not be cause for denying such commission or board certified local government status. Section 11-68-15 Applicability of chapter to highways, bridges, etc.; applicability of federal provisions. The provisions of this chapter shall not apply to a highway, road, street, bridge, or utility structure or facility, nor to any highway, road, street, bridge or utility structure or facility to be constructed or improved, including any property, building or other structure or facility to be changed, moved, demolished, acquired or utilized in connection therewith, lying or running within any municipality or county, or within an historic district or an area designated as historic properties under this chapter, nor to actions taken in connection therewith by public authorities or utilities charged with responsibility of constructing, maintaining, repairing or improving any such highway, road, street, bridge or utility structure or facility, including any property, building or other structure or facility to be changed, moved, demolished, acquired or utilized in connection therewith; provided further, however, that where property lying within an area designated as historic properties or as an historic district, pursuant to the provisions of this chapter is sought to be utilized or acquired by any such public authority for the purpose of construction or improvement of a highway, road, bridge, utility structure or facility or street, and the provisions and requirements of Section 106, et seq., of the National Historic Preservation Act of 1966 (16 USCA 470), are applicable to the property acquisition or utilization, the public authority or utility may utilize or acquire any such property, building or other structure or parts thereof, and change, move or demolish any building or other structure in accordance with the applicable provisions, requirements and procedure provided for under such act, including the requirements and procedure as applicable of the Advisory Council on Historic Preservation, Section 36, Code of Federal Regulations 800 (16 USCA 470i), and in accordance with the provisions, requirements and procedure as applicable under Section 4(f) of the U.S. Department of Transportation Act of 1966, as amended, 49 USCA 1653(f), and under 23 USCA 138. In the event the foregoing National Historic Preservation Act or Section 4(f) are not applicable to the property, building or other structure, they shall be exempt from the provisions of this chapter. (Acts 1989, No. 89-536, p. 1116, §1.) 018 OPTIONAL:ESTABLISHING A LOCAL HISTORIC DISTRICT 019 STEPS TO ESTABLISH A LOCAL HISTORIC DISTRICT 1. Adopt a local historic preservation ordinance based on Code of Alabama 11-68-1 to 11-68-15. A model ordinance is available from the Alabama Historical Commission (AHC). 2. Appoint a seven-member historic preservation commission with at least three members with formal training in the fields listed in Section 11-68-3(a). 3. The local historic preservation commission (HPC) holds an organizational meeting to learn about their responsibilities, nominate the officers, establish monthly meeting date, and develop by-laws. A staff member from AHC is available to assist with this meeting. 4. Adopt by-laws, approve officers, and establish an annual work plan. The work plan should be individual to the community. The town may need to have a historic resource survey conducted, apply for a grant, educate community on benefits of local designation, lobby to save a local landmark, etc. A staff member from AHC is available to assist with this meeting. 5. Once the city council's approval is given, an ordinance establishing the HPC is passed. 6. OPTIONAL FOR HPCs: For communities who decide to designate a local district, the preservation ordinance must be followed for this process. a. Complete a survey for each property in proposed district according to AHC standards. The survey should justify the boundary of the proposed district based on architectural and historical merits. More information on architectural surveys can be found at https://ahc.alabama.gov/architecturalprograms.aspx. b. Develop a map of the proposed district. c. Develop draft design review guidelines. d. HPC must hold at least one public hearing pursuant to the local ordinance. Each property owner in the proposed district must be notified of the meeting by mail and have the opportunity for comment. e. The HPC must present the proposed district to city council for their approval within 15 days of the public meeting, or however many days specified in the local ordinance. Once the city council's approval is given, an ordinance establishing the local district is passed. Property owners must have approval from the local HPC or architectural review board (if established by the city) before making any major changes to the property in the district. The HPC or review board must develop an application form and process. Building permits are not issued until property owner has commission or review board approval (called a Certificate of Appropriateness). City personnel must be educated on their role. Regular maintenance work can be "expedited" by the city staff. These expedited work items must be listed and have the HPC’s or review board’s approval. Typically, this expedited work includes re-roofing with same material, re-painting in a similar color, and ordinary maintenance to correct decay, deterioration, or damage that does not involve material change or a change in appearance. For more information please contact: Paige Thomas, CLG Coordinator 334-230-2643 / Paige.Thomas@ahc.alabama.gov 468 S. PERRY STREET MONTGOMERY, ALABAMA 36130-0900 VOICE: (334)242-3184 FAX: (334)262-1083 WWW.AHC.ALABAMA.GOV 020 021 022 023 024 025 026 027 028 029 030 031 032 033 034 035 036 037 038 039 040 041 042 043 044 045 046 047 048 049 050 051 052 053 054 055 056 057 058 059 060 061 062 063 064 065 066 067 068 069 070 071 072 073 074 075 076 077 078 079 080 081 082 083 084 085 CITY OF FAIRHOPE CITY COUNCIL AGENDA MONDAY, 13 MARCH 2023 - 6:00 P.M. - CITY COUNCIL CHAMBER Invocation and Pledge of Allegiance 1.Approve minutes of 27 February 2023 Regular City Council Meeting and minutes of 27 February 2023 Work Session 2.Report of the Mayor 3.Public Participation – Agenda Items – (3 minutes maximum) 4.Council Comments 5.Public Hearing – Ordinance – Amend Zoning Ordinance No. 1253 •Request to establish initial zoning of FST and Encounter Development LLC’s property to B-2 General Business District, concurrent with conditional annexation into the City of Fairhope. The property is approximately 1.16 acres and is located at the northeast corner of State Highway 181 and State Highway 104. PPIN Number: 77558. 6.Resolution – That the City of Fairhope accepts the U.S. Department of Treasury Notice of Award approving Amendment No. 1 for Grant No. GNSSP20AL0005-01-01 Restore Act Sewer Upgrades Phase I increasing total grant amount to $13,500,000.00; and the Council authorizes Mayor Sherry Sullivan to sign the amended grant agreement on behalf of the City. 7.Resolution – That the City of Fairhope approves the selection for (RFQ PS23-012) Professional Engineering Services for Fairhope Water System Planning Project Phase I; and hereby authorizes Mayor Sherry Sullivan to execute a contract with Krebs Engineering with a not-to-exceed amount of $32,000.00. 8.Resolution – To Award (Bid No. 23-017) to John M. Warren, Inc. for Crowdcade Barricades or Equivalent with a total bid proposal not-to-exceed $49,892.00. 9.Resolution – To Award (Bid No. 23-016-COF-2023-EDA001A) for Asbestos Abatement Fairhope K-1 Center to Hernandez Demolition and Remediation, LLC with a total bid proposal not-to-exceed $64,028.40. 10.Resolution – That the City of Fairhope approves the selection by Mayor Sherry Sullivan for (RFQ PS23-016) Utility Cost of Service Study (for the Utilities); and hereby authorizes the Mayor to execute a contract with Jackson Thornton Certified Public Accountants and Consultants with a not-to-exceed amount of $77,200.00. 11.Resolution – That the City of Fairhope approves the procurement of a thirty-six (36) month lease for a New Hewlett Packard Plotter for the Public Utilities Building; and lease is on the NASPO Cooperative Contract #140596-AL02 and therefore does not have to be let out for bid. The total cost for the lease is $11,670.84. 086 City Council Meeting 13 March 2023 Page –2– 12. Resolution – That the City of Fairhope approves the procurement of a Toro Groundmaster 3200 4WD Mower or equivalent for the Public Works Horticulture Department; and the type of equipment needed is on the Omnia National Contract #2017025 and therefore does not have to be let out for bid. The total amount not-to-exceed $35,885.68. 13. Resolution – That certain items are declared surplus and the Mayor and City Treasurer are hereby authorized and directed to dispose of personal property owned by the City of Fairhope by one of the four methods listed on the resolution. 14. Appointments - Airport Authority • Appointment – Don Ward (6 Year Term) • Reappointment – William Bruce (6 Year Term) 15. Request - Molly Spain, President, Baldwin County Trailblazers requests permission to use the sidewalks and grassy area of Utopia Park for a Baldwin County Trailblazer event: “3rd Annual Chalk the Trail” on Saturday, April 22, 2023 from 12:00 – 5:00 p.m. with an alternate rain date of Sunday, April 23, 2023 from 12:00 – 5:00 p.m. If Utopia Park is not available, a secondary request for the event to be held on the same date and time at the Orange Street Pier location. The event raises awareness as well as funds for the Baldwin County Trailblazers. 16. Request – Braida Sharpe, Eastern Shore Repertory Theatre Inc. requests approval to use Henry George Park from April 26, 2023 – May 8, 2023 for the “10th Annual Theatre on the Bluff” for three public performances. 17. Request – Chad Clark, Event Coordinator, The Fairhope Rotary Club Foundation requests approval of the “Fairhope Rotary Club Steak Cook-Off” on May 12, 2023 for street closures on Bancroft Street, between Fairhope Avenue and Morphy Avenue, and Johnson Avenue between Section Street and Bancroft Street; event from 12:00 p.m. to midnight; and approval to allow alcohol on City streets contingent upon ABC license and approval. 18. Public Participation – (3 minutes maximum) 19. Adjourn Next Regular Meeting – Wednesday, March 22, 2023 – Same Time Same Place 087 STATE OF ALABAMA )( : COUNTY OF BALDWIN )( The City Council, City of Fairhope, met in regular session at 6:00 p.m., Fairhope Municipal Complex Council Chamber, 161 North Section Street, Fairhope, Alabama 36532, on Monday, 27 February 2023. Present were Council President Jay Robinson, Councilmembers: Corey Martin and Councilmember Jimmy Conyers; and Mayor Sherry Sullivan, City Attorney Marcus E. McDowell, and Assistant City Clerk Jenny Opal Wilson. Councilmember Jack Burrell, Councilmember Kevin Boone, and City Clerk Lisa A. Hanks were absent. There being a quorum present, Council President Robinson called the meeting to order at 6:00 p.m. The invocation was given by Councilmember Martin and the Pledge of Allegiance was recited. Councilmember Conyers moved to approve the minutes of the 13 February 2023, Regular City Council Meeting and 13 February 2023 Work Session. Seconded by Councilmember Martin, motion passed unanimously by voice vote. Mayor Sullivan addressed City Council and gave report. Opening Day of Softball is March 4th this Saturday. We will also have opening day of Baseball and Spring Soccer. I would like to thank the Parks and Recreation Department and City Facilities for working so hard to get the fields ready. We have new restroom facilities at Founders Park and new fields and restroom facilities at Volanta Park. The Arts and Crafts Festival is coming up in three (3) weeks. Great time to be in Fairhope. Everything looks beautiful with all the flowers blooming. I look forward to welcoming all the guests in to town. Mayor thanked Council. Council President Robinson thanked Mayor Sullivan. Council President Robinson opened Public Participation for Agenda Items No. 5 – 13. There were no Public Participation. Council President Robinson closed Public Participation. Council President Robinson moved forward with Council Comments. Councilmember Martin hoped everyone enjoyed the Mardi Gras season. I would like to thank all the operational people and acknowledged Paige Crawford, kudos to all. Councilmember Conyers, second Councilmember Martin comments. He did not have any further comments. Council President Robinson agreed with Councilmember Martin and Councilmember Conyers. He additional mentioned Mayor Sullivan comments on entering the Spring season of March with the opening day of baseball and softball, the Arts and Crafts Festival. There are a lot of activities going on that takes a lot of work to make all happen on the City’s behalf. He recognized all and the work they do to make the City what it is and made comment of the four (4) new baseball fields. Council President Robinson closed Council Comments. 088 27 February 2023 Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that City Council authorizes submission of an application to ADEM requesting a grant funded through GOMESA for additional litter abatement; and authorizes the Mayor Sherry Sullivan to sign all necessary grant documents on behalf of the City. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 4692-23 AUTHORIZING THE SUBMISSION OF A GOMESA GRANT TO THE ALABAMA DEPARTMENT OF ENVIRONMENTAL MANAGEMENT FOR ADDITIONAL LITTER ABATEMENT IN THE CITY OF FAIRHOPE WHEREAS, the Alabama Department of Environment Management (“ADEM”) is accepting grant applications funded through the Gulf of Mexico Energy Security Act of 2006 (“GOMESA”) ; and WHEREAS, the City of Fairhope has identified a need for additional litter abatement within the City of Fairhope; and WHEREAS, the grant if awarded would pay 100% of the cost for installing 12 litter interceptors at key high-traffic and potential high litter areas; and pay 100% of the cost of third party maintenance, servicing, litter collection, inventorying by constituent and reporting back to ADEM. THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that City Council authorizes submission of an application to ADEM requesting a grant funded through GOMESA for additional litter abatement; and authorizes the Mayor Sherry Sullivan to sign all necessary grant documents on behalf of the City. DULY ADOPTED THIS 27TH DAY OF FEBRUARY, 2023 _________________________________ Jay Robinson, Council President ATTEST: ________________________________ Lisa A. Hanks, MMC City Clerk 089 27 February 2023 Council President Robinson asked Council for a change of order on the agenda to bring up Item No. 13 for discussion. Councilmember Martin moved to suspend the rules and ask for change of order on the agenda to bring up Item No. 13. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. Council President Robinson welcomed the Recreation Board. Haden Giddings a member of the Recreation Board came forward and gave a brief on the recommendations of naming the high school baseball field after Mike Fillingim at Volanta Park and the older youth baseball fields after Vann Saltz. Council President Robinson, Councilmember Martin and Councilmember Conyers were all in favor of the recommendations. Mayor Sullivan gave a brief on Mike Fillingim and Vann Saltz history of volunteerism and service to our community and how proud she is for us to honor them and thanked the Recreation Board for recommendations. Councilmember Martin made motion to moved forward on the Recreation Board recommendations from the January 18, 2023 meeting: That the high school baseball field be named Mike Fillingim Field at Volanta Park. That the older youth baseball fields be named Vann Saltz Youth Baseball Complex at Volanta Park. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. Council President Robinson thanked the Recreation Board. Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope hereby terminates the contract titled Annual Contract for Fire Extinguisher Inspection Services (Bid No. 23-008) between the City of Fairhope and Fire and Safety Commodities, Inc. for Termination for Convenience clause found in Standard Terms and Conditions Item #6.b., Clause 57; and authorizes Mayor Sherry Sullivan to sign the necessary paperwork. Seconded by Councilmember Martin, motion passed unanimously by voice vote. RESOLUTION NO. 4693-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That on December 21, 2022 the City of Fairhope did award Fire and Safety Commodities, Inc. (Bid No. 23-008) for an Annual Contract for Fire Extinguisher Inspection Services. [2] That the City of Fairhope hereby terminates the contract titled Annual Contract for Fire Extinguisher Inspection Services (Bid No. 23-008) between the City of Fairhope and Fire and Safety Commodities, Inc. for Termination for Convenience clause found in Standard Terms and Conditions Item #6.b., Clause 57; and authorizes Mayor Sullivan to sign the necessary paperwork. 090 27 February 2023 ADOPTED ON THIS 27TH DAY OF FEBRUARY, 2023 _______________________________ Jay Robinson, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Councilmember Martin 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 TischlerBise, Inc. to perform Professional Financial Consulting Services to Study Update of Impact Fees (RFQ No. PS23-10); with a not-to-exceed amount of $72,160.00. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 4694-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby authorized to execute a contract with TischlerBise, Inc. to perform Professional Financial Consulting Services to Study Update of Impact Fees (RFQ No. PS23-10); with a not- to-exceed amount of $72,160.00. DULY ADOPTED THIS 27TH DAY OF FEBRUARY, 2023 _________________________________ Jay Robinson, Council President Attest: _________________________________ Lisa A. Hanks, MMC City Clerk 091 27 February 2023 Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approves the selection for (RFQ PS23-015) to hire a Professional Engineer for Fairhope Municipal Pool Investigative Phase; and hereby authorizes Mayor Sherry Sullivan to execute a contract with Watermark Design with a cost of $37,500.00. Seconded by Councilmember Martin, motion passed unanimously by voice vote. RESOLUTION NO. 4695-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope approves the selection for (RFQ PS23-015) to hire a Professional Engineer for Fairhope Municipal Pool Investigative Phase; and hereby authorizes Mayor Sherry Sullivan to execute a contract with Watermark Design with a cost of $37,500.00. DULY ADOPTED THIS 27TH DAY OF FEBRUARY, 2023 _______________________________ Jay Robinson, Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution to award (Bid No. 23-015) to Jerry Pate Company for Irrigation Pump System Control Panel Replacement for Quail Creek Golf Course with a total bid proposal not-to-exceed $30,096.50. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. 092 27 February 2023 RESOLUTION NO. 4696-23 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. 23-015) Irrigation Pump System Control Panel Replacement for Quail Creek Golf Course at 555 South Section Street in the City of Fairhope offices, Fairhope, Alabama. [2] At the appointed time and place, a bid was received and tabulated as follows: Please see attached Bid Tabulation for Irrigation Pump System Control Panel Replacement for Quail Creek Golf Course [3] After evaluating the bid with the required specifications, Jerry Pate Company is now awarded (Bid No. 23-015) Irrigation Pump System Control Panel for Quail Creek Golf Course with a total bid proposal not-to-exceed $30,096.50. ADOPTED ON THIS 27TH DAY OF FEBRUARY, 2023 _______________________________ Jay Robinson Council President Attest: _____________________________ Lisa A. Hanks, MMC City Clerk Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approves the procurement of forty-four (44) loads of Washed Beach Sand to replenish the sand at Magnolia Beach on Fairhope’s waterfront with Hwy 27 Dirt, Inc. with a total cost not-to-exceed $19,800.00. Seconded by Councilmember Martin, motion passed unanimously by voice vote. 093 27 February 2023 RESOLUTION NO. 4697-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope approves the procurement of forty-four (44) loads of Washed Beach Sand to replenish the sand at Magnolia Beach on Fairhope’s waterfront. A quote was sent to three (3) vendors. Hwy 27 Dirt, Inc. provided the lowest quote for a total not-to-exceed $19,800.00. ADOPTED ON THIS 27TH DAY OF FEBRUARY, 2023 _______________________________ Jay Robinson, Council President ATTEST: _____________________________ Lisa A. Hanks, MMC Assistant City Clerk Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approves and adopts to include the use of a boat slip at the Fairhope Docks as part of its agreement with the Fairhope Volunteer Fire Department for the safety of the citizens of Fairhope and others in the fire jurisdiction and waives the annual fee of $3,360.00. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 4698-23 WHEREAS, the Fairhope Volunteer Fire Department, Inc. (“Department”) furnishes fire protection to all property within the City of Fairhope (“City”); and WHEREAS, the City desires that the Department provide such services to the City and the fire jurisdiction which includes the waters of the City; and WHEREAS, the Department has a need for a slip for their 28 foot Rescue Boat and the Fairhope Docks has a boat slip that will work perfect for this Rescue Boat; and 094 27 February 2023 WHEREAS, the City would like to include the use of this boat slip as part of its agreement with the Department for the safety of the citizens of Fairhope and others in the fire jurisdiction and waives the annual fee of $3,360.00; and NOW THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City of Fairhope approves and adopts to include the use of this boat slip as part of its agreement with the Fairhope Volunteer Fire Department for the safety of the citizens of Fairhope and others in the fire jurisdiction and waives the annual fee of $3,360.00. DULY ADOPTED THIS 27TH DAY OF FEBRUARY, 2023 ________________________________ Jay Robinson, Council President Attest: _________________________________ Lisa A. Hanks, MMC City Clerk Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council approves the Compensation and Job Classification Plan along with the Grade Order Sheet be amended and approved to fund (Lead Electrician – Grade 8) and defund Licensed Electrician – Grade 11) positions in the Electric Department; and the job descriptions and grade of pay for same. Seconded by Councilmember Martin, motion passed unanimously by voice vote. RESOLUTION NO. 4699-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City Council approves the Compensation and Job Classification Plan along with the Grade Order Sheet be amended and approved to fund and defund specific job positions in the Electric Department; and the job descriptions and grade of pay for same: 095 27 February 2023 Fund: Job Positions Grade of Pay Lead Electrician 8 Defund: Licensed Electrician 11 ADOPTED THIS 27TH DAY OF FEBRUARY, 2023 _________________________________ Jay Robinson, Council President ATTEST: ________________________________ Lisa A. Hanks, MMC City Clerk Council President Robinson opened Public Participation for non-agenda items. Jessie Patterson, 10630 County Road 1, Fairhope, Alabama made request for Council comments on the aesthetics and development of White Avenue Park moving forward. Council President Robinson addressed his discussion with Mr. Patterson between the Work Session and City Council Meeting this evening. He commented to his understanding we have begun and taken steps for a usable park area. Questions on park lines would need to be addressed by the City of Fairhope and Single Tax. The plan is and was to explain what is the City and what is not and to be made usable for public purposes. Councilmember Martin made comment in generality we are looking for this to be used as park lands. Mr. Patterson asked Councilmember Martin if the City was going to establish boundaries of property. Councilmember Martin referred to legal. Jessie Patterson thanked Council. Mayor Sullivan provided update and let Mr. Patterson know we have sent certified letters to both property owners on where the survey is and where property lines are located. Signs have been ordered and should be installed this week. Two (2) signs will be placed on property with map of park lands and designating as park when they enter area. Council President thanked Mayor Sullivan for update. 096 27 February 2023 Lindsay Windham, 22811 Hillwood Road, Fairhope, Alabama asked how to request a crosswalk or warrant signal signs. Mayor Sullivan addressed and provided contact information. Ms. Windham additionally asked where I can view the agenda in advance other than Facebook. Council President Robinson referred her to the City website. Mayor Sullivan commented she could request an agenda from the City Clerk’s Office. Council President Robinson commented agendas are published the Thursday before the Council Meeting. Ms. Windham additionally inquired on when the Medical Cannabis Dispensary Ordinance for Fairhope can be brought back up for reconsideration. Councilmember Martin stated six (6) months. Ms. Windham thanked Council. Council President Robinson thanked Ms. Windham. Council President Robinson closed Public Participation on non-agenda items. Councilmember Conyers moved to adjourn the meeting. Seconded by Councilmember Martin, motion passed unanimously by voice vote. There being no further business to come before the City Council, the meeting was duly adjourned at 6:26 p.m. Jay Robinson, Council President ________________________________ Jenny Opal Wilson, CMC Assistant City Clerk 097 098 099 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 Rotary Club of Fairhope Foundation Post Office Box 741 Fairhope, Alabama 36533-0741 February 8, 2023 Dear Sir or Madam: Rotary Club of Fairhope Foundation The Fairhope Rotary Club Foundation has reserved the Fairhope Civic Center located at 161 N Section St. Fairhope, Al and has paid necessary fees for the street closures of S. Bancroft from Fairhope Ave. to Morphy Ave. including Johnson St. for its event dated May 12th, 2023. The City of Fairhope is in receipt of necessary funds for this reservation. We will need closing the streets at 12 P.M. to 11:59 P.M., permission to serve alcohol, law enforcement personnel, barricades, and WiFi booster if available. Thank you for your consideration, Event Coordinator: (!£uLR Chad Clark Contact Information: ChadClark@cbenterprise.net 251-776-0895 or 251-517-9607 President: Lee Turner Vice President: Anil Vira Secretary/Treasurer: Ed Wall 250 Rotary Club of Fairhope Foundation Post Office Box 7 41 Fairhope, Alabama 36533-0741 February 8, 2023 Dear Sir or Madam: Rotary Club of Fairhope Foundation This is written to notify the City of Fairhope of The Fairhope Rotary Club Foundation's submittal to the Alabama ABC Board for a special Event permit in order to serve our guest beer and wine at The Fairhope Rotary Steak Cook Off located at S. Bancroft St from Fairhope Ave to Morphy Ave including Johnson St Fairhope Al or if rain 161 N Section St., Fairhope Civic Center, Fairhope, Al. The event will be held on May 12 th, 2023, from 12:00 P.M. to 11:59 P.M. Our organization is a 5013C as recognized by the IRS. Proceeds of the event go to local charities. Please contact Event Coordinator Chad Clark at any of the numbers or addresses listed below for questions that might arrive. Contact Information: ChadC!ark@cbenterprjse,net 251-776-0895 or 251-517-9607 Thank you for your consideration. Lee Turner Fairhope Rotary Club Foundation, President President: Lee Turner Vice President: Anil Vira SecretaryJTreasurer: Brenda Hinds 251 City of Fairhope Approval Special Event Request b2 115 I 2023 I Date complete application submitted to Rental Facilities Department Event: Fairhope Rotary Steak Cook Off 2023 Person Requesting: Chad Clark Date of Event: May 1 2th 2023 Location: CBD - m ap attached �Approval/Disapproval supporting documentation attached. Approval: l""���=�=�=�=-�-�....,!..,_/,,,_,(F/zp"'--/f'-'-'/-=2�='t/i=w=·�....;;;.:�=1----Date: 02/17/2023 Approx. security cost Police Chief/Designee s 3,0 60 .... fr___._r_Lad'd ___________ Date: 2/19/2023 Approx.cost cltyservices s 1,200 Director of Public Works/Designee _Pc«j__._.._· _�_er_�_____.__a ____ Date: 2/20/2023 Director of Community Events Disapproval: _____________ Date: ____ _ Police Chief _____________ Date: ____ _ Director of Public Works/Designee _____________ Date: ____ _ Director of Community Events D Route back to rental facilities department for application package finalization NOTES: ____________________________ _ Rev. 01/20 MS/CM 252 APPLICATION FOR USE OF THE CITY OF FAIRHOPE SIDEWALKS AND/OR STREETS We the undersigned hereby apply for the use of certain sidewalks and/or streets within the City of Fairhope and in connection withsaid application, furnish the following:S Bancroft bw Fairhope Ave & Morphy Ave and Johnson St 1.Which street and/or sidewalk do you wish to use? __________________________ _2.Date Requested: _M_a _Y_1_2_•_2_0 _2 _3 _____ _12:00 11·00 Hours requested from: ________ to3 R , N Fairhope Rotary Club . enters ame: --------------------------------------Address: PO Box 7 41City: Fairhope Phone Numbers: 251-776-0895 State: Al ------Zip: 36533 4 Pu fu Fairhope Rotary Steak Cookoff . rpose o se: --------------------------------------2200 5.Number of persons expected to attend (adults and minors): _______________________ _6.Will there be alcohol on the premises during the event? Yes If requested, the Fairhope City Council may allow alcoholicbeverages. If alcohol is allowed, the user must adhere to all rules of the Alabama Beverage Control Board and its permittingprocess. All permits required must be submitted to the City of Fairhope Police Chief at least 12 weeks prior to the event.. . . . There will be a stage on the sidewalk 7.Describe any decorations, tents, sound equipment, staging, port-a-lets, etc.; _________________ _in fromt of Borom Building Coastal Community as well as R .ft 1 c Millers Grand Events en.... ompany: __________ _X YesNoFor: Li g hting and Boot hs-------------------8.Will you need electricity?Will you need water?Yes X No For: __________________ _INDEMNITY AND HOLD HARMLESS AGREEMENT In consideration of the permission granted to me by the City ofFairhope to use the sidewalks and/or streets, I hereby indemnify andhold hannless the City of Fairhope, its agents, se1"ants and employees from any and all claims and causes of action that may arisefrom injury to me or third parties using the sidewalks and/or streets who are injured or suffer property damage that is in any way caused by my use of the sidewalks and/or streets. This indemnity and hold harmless agreement is given to the City of Fairhope to pr ,1�c1 the City and its agents, servants and employees from cost of defense and claims for injuries and damages that may be causedeither directly or indirectly by my use of the sidewalks and/or streets.CLEANING AND CANCELLATION POLICIES a.) At the conclusion of the event, the area will be insp ected by a representative of the City. If the user has not cleaned up thepark and restored it to its original condition, the City will clean up the park and charge the user for the services. b.) All cancellations and/or date changes must be in writing and signed by the same person who signed the application and paidthe rental fees. and must be given to the Site Manager not less than 30 days prior to the event. No fee refunds will be madefor cancellations made less than 30 days prior to the event.Fee refunds will be made by check, and delivered by mail, less the cost of City services, as assessed by the appropriate City staff forcleaning, or a 20% handling charge for cancellations.City Pcrsonne :App/icatio11 Sig11cd/Datcd ./ V Fees Paid: / l{-Z5 .::.i::.--Date:25 Ck. #: l Oll-0/Jice U.,c On/y- Pcrmil/Deposil Fees I / .. Emei·ed in Cnle11dar_i/ __ _ 253 CITY OF FAIRHOPE STREET & SPECIAL EVENT CHECKLIST ALL INFORMATION AND DOCUMENTATION REGARDING YOUR EVENT MUST BE SUBMITTED TO THE CITY OF FAIRHOPE AT LEAST 12 WEEKS PRIOR TO YOUR EVENT ANY DOCUMENTATION THAT JS SUBMITTED LESS THAN 12 WEEKS WILL NOT BE ACCEPTED / 1. Application, Cancellation Polley, Indemnity/Hold Harmless Agreement signed, dated, and fees paid. J 2. Letter to the City Council if you are making any special requests which Include but are not limited to street closing, permission to ha,,e alcohol, law enforcement personnel, barricades, and other event details. 3.Route/Map of Special Event [Emergency Vehicle access must be provided) /Estimated Law Enforcement/Penonnel Cost: $ _______ _ 4.NON-PROFIT ORGANIZATIONS: Proof of nonprofit status (IRS letterhead) S.Proof of liability insurance naming the City of Fairhope as additional insured for date of event requested. J 6. Signatures from � businesses/residents directly affected by the street to be closed.7,. Notifications to 100% of businesses & residents within 300 ft. of street to be closed (30 days In advace) 8.For South Park Events, signatures from: Restaurant on Pier: __________________ _ Date: ________ _ 9.Event details (Items, including the ones listed below, must be removed immediately following event and park/streetcleaned and restored to original condition. (If not, additional fees will be incurred.) Law Enforcement Personnel _.L · Barricades Staging _.,c::-Tents _L Port-o-lets Provided by: __ s_��-='���--rJ'--_o_l_i_� _____ _ Provided by: She,, �� \-1 \-v�:1-e. Cv�� .. J Provided by: D ,sh.. 1.)<?d �V"O Provide d by: G (, E h ;50 '( 'f 0provided by: ½t:t'"' FlockJ{e Co, le h Special transportation needs provided by: � Special electrical needs: -�-.:.....;;;..� __ V___;;.'i.=c.O-ft''-<--'-"-<l--------'.-...G<2-...,_f ¥�=-----"W=..:.......,.J.::.._ __ f?\�e � t ch�e .J'�\ -77l -ctr'> 5 / 10. AGENDA DATE TO MEET WITH CITY COUNCIL (if required): -o� "0\-..f..1 c,'\C<L\ c_\_(lyk O.Dicc I/SC 011/y ✓ __ Street closing approved __ Alcohol ap11rovcd __ ABC License if selling alcohol __ Park/Street permit fees paid 254 City of Fairhope Park & Street Usage Charges (per city ordinance (Nos. 1575, 1576, & 1486) Fairhope Civic Center, P.O. Drawer 429, Fairhope Al. 36S33 - (251) 929-1479/990-0130 (251) 929-1467[Fax) Name: Fairhope Rotary Club Address: P.O. Box 741 Fairhope, Al 36533 Date of function: May 12, 2023 Phone: 251 776 OB95 No. in attenda nce: 2200 FEE SCHEDULE Park Rental Fee: $150. per diem Street Rental Fee: $150. per diem Additional Hours -past allotted four hour: @ $75 per hour Subtotal: (x)Non-profit organization; exempt from 50% rental fees. *Proof of 501 non-profit must be on file. Electric/Water Fee: (one time charge of $50.) Refundable Clean-up Deposit: (Required) 50% Non-Profit Rate: Balance Due: Less cleaning fee: Refund Due: $150 $600 $750 $375 $50 $1000 $1425 $ *Refunds for clean-up deposit to be mailed to address given on rental application, three weeks after event.* Notes: ll'Z: Paid: I'-{ 2,£ -Check# /Cash/CC { (/-{ 9(Date: k, / I b / ( 5 255 - 9 ' l-' rns1 '\ .. :·q I Dr 3 ·;;r ... Fat ..; !-! � :-:-': OJ lorphy A.v � Fairh: pe Ave q 0-,,. • l -....... , •Yellow highlighted area is event space •Will be 3 gates Fairho1 • Police to monitor each gate B horn S ::,Cl 9.,. ·t I Halstead Morphy Ave 256 DATE: !). [ q ( oi 3 SIGNATURES of BUSINESSES & RESIDENCES Date of Street Closing: S l ;). � Type of Event: [a I ( bn-pe Fo1>+ � S\enl Street(s) to be closed: S En .. OC ::Ce£+ £+-t Times: I �:oo � ,� ·, OQ G fl')�k..Of'+ �o� ''"'-Svn A-0:(. E:'.J INSIDE CBD: Signatures of approval from 75% of biz/res whose store fronts are directly affected by street to be closed (12 weeks prior) AND Notification to 100% of bus/res within 300 ft. of the event (30 days prior)* 0 OUTSIDE CBD: Signatures of 75% of businesses and residences within 300 ft. of street to be closed (12 weeks prior), AND notification to 100% of bus/res along the street to be closed (30 days prior)• *NOTIFICATIONS MUST BE GIVEN VIA U.S. MAIL, E-MAIL, OR DOOR-TO-DOOR, 4 WEEKS BEOFRE TO YOUR EVENT. ALL SIGNATURES ARE DUE NO LATER THAN 12 WEEKS PRIOR TO EVENT DATE. NAME ADDRESS PHONE SIGNATURE Pe,son(s) respon,;ble for ,ollectlng aod autheotlcatlng above ,;gnatures, Name CW J;J,c. ):. <Phone ; �,-CJ?-1) 257 I I ., � _ . . i_s\-ct.2.� -'?11:j �se��14(\)� d\s1a10.w3_1s1 f611��4-\ill �13 s�ff f).'5 \ ��D1QB;---�-- --·------,------------1 - ---I ' 258 Rotary Club of Fairhope Foundation Post Office Box 7 41 Fairhope, Alabama 36533-0741 Rotary Club of Fairhope Foundation Officers of the Fairhope Rotary Club Foundation Years 2022-2023 Lee Turner -President Anil Vira -Vice President BG Hinds -Secretary /Treasurer Sumitted by: Chad Clark Event Organizer President: Lee Turner Vice President: Anil Vira SecretaryfTreasurer: Ed Wall 259 INTERNAL 'R.BVBNUS SBRVICE DISTRICT DIRECTOR P, O, BOX :2508 CINCINNJI.TI, OH 45201 Date, rre , a 1m TH8 FAIIUJOPB ROTARY CLUB POl.llWATION PO BOX 1'69 FAIRHOPE, AL 36533 ocar Applicant, .. ,. ....... ___________ _ DE;PAATMI?NT OP' 'l'HE 't'RRASURY Bmplcyer Identification Number, DLN, Contact Peraon1 DAVItl A DOEICER ID# 3116B Contact Telephone Number: (877) 829-5500 Accounting Period Boding,December 31 Foundation Statue Classification: S09 (al (2) �dvance Ruling Period Begina: October 27, 1997 Adv�uce Ruling �ariod Enda1 Decelllber 31, 2001 AddendWII Applies: NO Baaed on inf0:z::1nation you supplied, and asauming your operations will be aa stated in your application for recognition of exemption, we have determined you are exempt froro federal income tax under oection 50l(a) of th� Inte:i:nal Revenue Code as an orga.ni.=ation d�acribed in section SOl(c) (3), nccauae you are a newly created organization, we aro not now making a final determination of your foll?ldation etatua under eeotion 509(a) of the Code. However, we have determined that you can reaeonahiy expect to be a putilicly supported organization deecribed in section 509(a) (3). Accordingly, during an advance ruling period you wlll be treate� ao � publicly supported o:z::ganization, lllld not ae a private fouodation. ThiG advance ruling period begine and ands on tho datoo ehown above. Within 90 d3ya after the end of your advance ruling period, you must aand uo tho in�o�'ffl&tion needed to detecmine whether you h3ve met. the require­mento of the applicable oupport tcet during the adv�nce ruli.ng period. If you �otoblieh that you have been a publicly supported organization, we will olaaai­ty you as a section 509(a) (1) or SO�(a) (a) organization u long ae you continue to meet the requirements of the applicable support teat. If you do not meet the public support requirementa during the advance ruling period, we will claooify you aa a private foundation for future perioda·. Also, if we clasaify you as a private foundation, we will treat you as a private f01mdation from your beginning date for purpoeea of section 507(4) and 1940, Grantoro and conr.ributors U\ay rely on oux detox.minotiou that you are not a private foWldll.tion until 90 daya after th.a end of your advance ruling period. lf you send u11 the required info:rrnation within the 90 daye, grantora and contributors m&y continu� to rely on the adva.ncc determination until we raake � final detexmination of your Coundation status. If we publieh•a notice i� the Internal Revenue Bulletin stating that we Letter 1045 {DO/CQ) 260 ······----------- THE FAIRHOPB ROTARY CLUD FOUNDATION will no loagex 1:r1:.ll: you 110 a publicJy nupport,;:d or91111izatiun, grantore und. contributors may not rc1y on tliiu di.,:t e.1.,nination :,ft.er the dnt:c we puLl..i 11h the notice. In .:irlclltim,, if yo" ln,m your ot.o.tun ue ,_. publicly uupport:t>d orga1\i­:t/\tfon, 1md a <Jrantor ot· c:ontributor wou reoponoiblo for, or wan uwa1::-e of, the act or failure to act, that reault•d i.o your loas of such statue, that peracn may not rely on thia determination fron1 the date of the act or failure to act. Alao, if a gra:ntor or contdbuto:I'.' lcamed that 111e had given notice that you would be removed from claoaification as a publicly supported organization, then l:h.at parson 111<1y uot rely on thi■ deter,nirui.tion aa ot the dato ha or ahe acquired such knowledge. If you change yOl.lr BO\l.roes ot support, your purposes, character, or method of ope:i;at.ion, please let ua know ■o we can consider the effect of the change on your exempt 11ta.tus ancl founda.tion status, rt you amend you:i; organizational document or bylawa, pleao� send us • copy of the amended doC\lment or bylawa. Also, let u• know all changca in your name or address. As of January 1, 1�84, you are liable for social security taxea under the �ederal Insurance Contributions Act on a1110unta of $100 or more you pay to each of your employees during a calendar year. You Are not lillhle for the tax imposed undox-the Federal 'Unemployment Tax Act c.-·u"TA) •. organizations that are not private foundations are not aubject to the pri­vate foundation excise tl.lXl!!a Wider Chapter �2 of the Intornal 1evenue Code. However, you arc not automatico.lly exempt from other fedc-ral axc:ise taxes. If you luwe any qucotiona about exeiae, cnYplo}'lllent, or other fedaral t:axea, please lei: ue .know. Donora may deduct contributions to you aa provid�d in section 170 of the :Cnto:i:ual R.evemie code, Baquesta, legaciee, de.vi•ao, tra nafara, or gifta to you or for your u•c are deductible tor Federal estate and gift to.x purposes if they meet the applicable proviaione of sections 2055, 2106, and 2522 of th• Code. Donora may deduct contrillutiona co you only to the extent that their contributiono arc gifts, wit:b no conol.d .. r11tion reacived. T:l.ckat pu:roh;tooo ond aimilar p�y,nenea :l.n conjunction with tundraiaing event• may not neccaaari1y qualify aa deduetible tiont:r:lbutione, depending on the circ11mlltances, Revenue Ruling G'1-246, pu'bliebed in C!1ffl\Alative Bulletin 196'1-2, cm page 104., gh-es guidelinea reg�rding when tupayera m�� deduct payments for admission to, or other participation in, fundraiaing activitiee for charity. You are not requirod to file Form 990, Return of organization Sxempt Prom rncome Tax, if your groua receipts each year axe normally $25,0DO or leeo. If you receive a Porin 990 package in the mail, simply attilch tht! label pxovic!ad, check the box in tbe he.adin!} to indicate that your annual gross receipto o.re noxinally $25,000 or less, and aign t:he retUJ:11. Becau�e yo� will be treated ao n public cba.x:ity far rotuxn filing' purposes during your entire advance niling pt!t:iod, you snould file Form 5190 for cacJl year in you-r advance ruling period t:bat you exceed the $25,000 filing threshold even if your aouroe1i o.f support do not eatiefy the public support test specified in the heading ot this lettu. 261 THE FAIRHOPE ROTARY CLUB FOUNDATION If a retuJ:n 1e required, it mnst .ba filed by the isth day of the fifth month after the end of your annual ac:;,ouncing period, J\ penalty of $20 a day ia charged when a return ia filed late, unless there is reasonable cause for the delay. However, the maxim\1'111 penalty charged cannot exceed 810,000 or 5 percent of your groaa reeeipta for the year, whichever is leas. ll'Or orgaoiiiatioas witb groas receipts exc.e,lding $1,000,000 in a.ny year, tbe penalty is $100 per day per ret=, unlell'B thei·e ia rcaoonable aau11e for the delay. The maximum penalty for an or:gmuzatio11 witb gross reeeiptfl exceeding $1,000,000 shall not e,cceed 850,000. '.�ie penalty may alao be charged if a :.-eturn ia not complete. so, pl.eaae be ,,ure your return ia complete before you file it. You are not required to file federal income tax retw:ns unlees you are aubjeot to the tax on unrelated buaines� income under •ection 511 of the Code. If you are subject to this tax, you muot file an income taK return. on Form 990-T, Exempt Organization Buainese Income Tax Return. In this letter we arenot determining wbether any of your present or proposed activities are unre­lated trade or business aa defined in se,:tion S13 of tha Code. You are required to make your annual retvrn available ror public inapection for throe yaara nfter the return ia due. You 11re also required to make availablo a copy ot your. exem�tion application, any aupporting documents, and this exemption letter. Failure to 1nak;, these doct1111ent1 available tor public inopect.ion may aubject you to a pen!>lty of $20 per d.y for each day there is a failure to comply !up to e maxi1u,1m of $10,0QO in the Cilee of 11n annual rot:urn). You ueod an omploycr identific,1,tion uu,abar even if you h"'ve no employees. If an omployer identit'ic11.tion aumber wao not: entered on your application, we will aoeign a number to you and advise you of it. Please uae that numbe-c on all returno you file and in all correaponden�• with the !nternal Revenue scxvica. 'l'h:l.a determination ie baised 011 eviclence that your �unda are dedf.cated t:o the purpoooa l1ate� in section 5011c) C3l of t:h� Code. To aaaura your continued exemption, you ehould keep reoordi, to el1ow t:h1Lt. funds are spent only for those purpoat111. If you cliotribute fundo to other orf1ani2ationu, your recorda ohoul.d ohow Whethar they arc exempt under section SOltc) {3), In caseo where the recipient organizat:fon 1a not exempt undi,r aecdon 501 (o) (l), you muat ha.vc:: svidence that the fund11 will .re111ain dedicated t.Q the rcquiJ:ed purposes and that the recipient will uae the funda for thoaa pu�,•••· If we aaid 1n the heading cf thia letter t:111.t an addendum appliea, the addendum enclciaed ia an intagral part of thia lt•tter. Because this letter could help us resolve any qu.estiono about your exempt statw, and foundation atatua, you should keep it in your permanent records. t.otter 10,s (DO/CG) 262 TBB PAIRHOPB ROTARY CLUB POUNOA'l'ION If you have any queatione, pleaac contact the per■on whose name and telephone number are ahown in the heading of t'.llh letter. lilncloeure (a) , l'O'l:lll 872-C: Sinc:erely y01.1ra, Letter 1045 (DO/CO) 263 Form W-9 Request for Taxpayer Give Form to the (Rev. October 2018) Identification Number and Certification requester. Do not 0ep;,,tment of tho T� ► Go to www./rs,9o11IFormW9 for Instructions and the latest Information. send to the IRS. lnto,nal Rovonuo Sarw:e 1 Name, (as shGwn on your income 1u r.1um). Name Is n,qu�od on this ltle; do not lellvo this lno blank. Fairhope Rotary Club Foundation 2 Buatnesa name/disregarded entity nome, It ditferenl ltom above ,.; 3 Cheek �pproprlala box for federal tu classification of the person whose name Is entered on ine 1. Check only one of !he 4 Exemptions (codu apply only to fallowino ,even boxes. certain entltles, not lndlvlduala; aee 0. 0 C Corporation 0 S Corporation 0 Partnership 0 TruWeatate Instructions on page 3): C 0 lndlvlduaVaolo proprietor or 0 slngl�ember LLC Exe�t payee code Of any) . § i� -0 Limited llablllty company. Enter the tu claulflcatlon (CmC corporation, S:S corporation, PzPartneranlp) ►--- 15 2 Note: Chac:k the approprlatll b011 In th• lln• above fer the tax clllsslf1C&Hon of the ringl&-member owner. Do not cneck Exemption from FATCA reporting e� LLC If the LLC Is clasalfled as a alngle-member LLC that Is disregarded from tho ownar unlesa the ow-of the LLC Is code Of any) ·;:: .5i another LLC that Is not disregarded from the owner ror U.S. federal tu purposes. Otherwise, a slngle-mambet LLC that a.t Is dlsragarded IYl!m Iha owner 11\culd check t/\8 appropriate box for the ta,c clas5iflcation of tis owner. 0 Other (,seo instruc:llons) ► 501(c)(3) �Joec;-cOUNJ'�!aNd�hU.SJ � , Address (number, atreet, and apt. or suite no.) See Instructions. Requester's name nnd addro-..:s (opllonnl) Ill 1 PO Box 741 8 City, state, and ZIP code Fairhope, AL 36533-0741 7 Ust account numbet{s) here {optlonaO --,_ Taxpayer ldentificaUon Number (TIN} I Soalal "•""rlty number I Enter your TIN in the appropriate box. The TIN provided must.match the, namo given on line 1 to avoid backup wlthholdlng. For individuals, this Is geoeratly your soc,al sec;urlty number (SSN). However , lor a resident ali en, sole proprietor, or disregarded entity, see lhe instructions for Pert I, later. For other entitles, It Is your employer Identification number (EIN). If you do not have a number, see How to get a TIN, later. [II] -[]] -I I I I I or Note: If the account is In more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter. i Employer ldentlNoallon number Certification Under penallles of perjury, I certify that: 1. The number shown on this form is my correct taxpayer ldentllication number (or I am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) I am exempt from b:ickup wlthholdlng, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a rosult ol a falltJre to report all Interest or di\/ldends, or (c) the IRS has notJfied me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA oode(8} entered on thla form (If any) Indicating that I am exampt from FATCA reporting Is correct. Certification Instructions. You must cross out Item 2 above If you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, ttem 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than Interest and dividends, you are not required to sign the certttlca�on, but you must provide your correct TIN. See ths instructions for Part II, later. Sign Here Signature of U.S. P81'801'1 ► Section references are to the Internal Revenue Code unless otherwise noted. Future developments. For the latest Information about developments related to Form W-9 and its lnstr1J0tions. such as legislation enacted after they ware published, go to www.lrs.gov/FormW9. Purpose of Form An individual or entity (Form W-9 requsster) who Is required to Hie an Information relum with the IRS must obtain your correct taxpayer Identification number (TIN) wtllch may be your social security number (SSN), individual taxpay11r l�ntlNcallon number (ITIN), adoption taxpayer identification number "'TIN), or employer Identification number (EIN), to report on nn Information return 1ha amount paid to you, or other amount reportable on en Information return. Examples of Information ffltl1m, lnr.lllde, b,rt are not limited to, 1h11 following. • Form 1099-INT (Interest earned or paid) Cat. No, 10231X • Form 1099-DIV {dividends, Including those from stocks or mutual funds) • Form 1099-MISC (var1ous types of Income, prizes, awards, or gross proceeds) • Form 1099-B (stock or mutual fund sales and certain other transactions by brokers) • Form 1099-S (proceeds from real estate transactions) • Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan Interest), 1098-T (lultlon) • Form 1099-C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Fom, W-9 only If you are a U.S. person (lncludlng a resident alien), to provide your correct TIN. ff you co not rewrn rorrri w� ro rne requester w1t11 e I IN, you might be subject to backup wlthholdlng. See What la backUp withholding, Inter. Fonn W-9 (Rev. 10-2018) 264 CERTIFICATE OF LIABILITY INSURANCE DATl!(MM/DD/YYYY) CERTIFICATE DOES NOT AFF IRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE • If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rl hts to the certificate holder in lieu of such a PRODUCER MM -Short Term Special Events 1-260-459-5502 K&K Insurance Group, Inc. 1-877-648-6404 A/C No: 1712 Magnavox Way H!'imF='----l -n .,..fo -@�e-v_e _n"""'.tl-n -su_r_a _nce---k -k.-co-m---"==="----------1 FortWayne IN 46804 INSURED Fairhope Rotary Club Foundation Post Office Box 741 Fairhope, AL 36533 A Member of the Sports, Leisure & Entertainment RPG COVERAGES CUSTOMER ID: INSURER(S) AFFORDING COVERAGE NAICII INSURER A: Markel Insurance Compan 38970 INSURERS: INSURERC: INSURER D: INSURER E: INSURER F: CERTIFICATE NUMBER: W02387687 REVISION NUMBER· THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. IN"I< LTR A TYPE OF INSURANCE X COMMERCIAL GENERAL LIABILITY -:J� [KjoccuR -- Host Liquor Liability Included -GEN'L AGGREGATE LIMIT APPLIES PER: R □PR� POLICY JECT OTHER: □LOC AU TOMOBILE LIABILITY - ,-- i--- ANY AUTO OWNED AUTOS B SCHEDULED ONLY AUTOS HIRED NON-OWNED AUTOS ONLY AUTOS ONLY NOT PROVIDED WHILE IN HAWAII UMBRELLA LIAS tJ OCCUR EXCESS LIAB CLAIMS-MADE OED n RETENTION WORKERS COMPENSATION AND EMPLOYERS' LIABILITY mY P ROPRIETOR/PAR'TNER/ Y/N EXECUTIVE OFFICER/MEMBER □ EXCLUDED? (Mandatory In NH) ff yea, deac:ribe under DESCRIPTION OF OPERATIONS below MEDICAL PAYMENTS FOR PARTICIPANTS ,...,.,._ """"' POLICY NUMBER INSD WVD X M1 RPG0000000130500 N/A ""'-"'. "'"' IMM/D �~r::-., 05/12/2023 05/13/2023 12:01 AM EDT 12:01 AM LIMITS EACH OCCURRENCE PREMJSEJ�e':'&:,�::.,nce) MED EXP (Any one person) PERSONAL & ADV INJURY GENERAL AGGREGATE PRODUCTS -COMP/OP AGG PROFESSIONAL LIABILITY m+'iJ1��-rs l lJ (Ea aa:lden;�IN<aLt: LIMI I BODILY INJURY (Per person) BOOIL Y INJURY (Per aocident) /p;'j'.��id1e'nt)"""'uc EACH OCCURRENCE AGGREGATE u STATUTELJ OTHER E.L. EACH ACCIDENT E.L. DISEASE -EA EMPLOYEE E.L. DISEASE-POLICY LIMIT PRIMARY MEDICAL EXCESS MEDICAL DESCRIPTION OF OPERATIONS/ LOCATIONS/ VEHICLES (ACORD 101, Additional Remarl<a Schedule, may be attached If more apac. la required) Event Name: Fairhope Rotary Steak Coo koff; Event Data: 05/12/2023; # of attendees: 2400 Event Location: Bancroft Avenue, Fairhope, Alabama 36532 $1,000,000 $1 ,000,000 $5,000 $1,000,000 $5,000,000 $1,000,000 Liquor Liability (as provided by CG 00 01 04 13) applies only if the insured is not In the business of manufacturing, distributing, selling, serving or fumishing alcoholic be verages. The certificate holder is added as an additional Insured, but only for liability caused, in whole or in part, by the acts or omissions of the named insured. CERTIFICATE HOLDER City of Fairhope PO Drawer 429 Fairhope, AL 36532 (Owner/Lessor of Premises) Coverage is only extended to U.S. events and activities. -NOTICE TO TEXAS INSUREDS: The Insurer for 1he purohaslng group may not be subject to all 1he insurance laws and regulations of the State of Texas ACORD 25 (2016103) The ACORD name and logo are registered marb of ACORD © 1988-2015 ACORD CORPORATION. All rights reserved. 265 POLICY NUMBER: M1 RPG0000000130500 COMMERCIAL GENERAL LIABILITY CG 20 260413 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED -DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GEN ERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Oraanizatlon(s) City of Fairhope PO Drawer 429 Fairhope, AL 36532 Named Insured: Fairhope Rotary Club Foundation Information reauired to comclete this Schedule, if not shown above, will be shown in the Declarations. A.Section II -Who Is An Insured Is amended to include as an additional insured the person(s) or organlzation(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: 1.In the performance of your ongoing operations; or 2.In connection with your premises owned by or rented to you. However: 1.The insurance afforded to such additional insured only applies to the extent permitted by law; and 2.If coverage provided to the additional Insured Is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. B.With respect to the insurance afforded to these additional insureds, the following is added to Section Ill -Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: 1.Required by the contract or agreement; or 2.Available under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement shall not Increase the applicable Limits of Insurance shown in the Declarations. CG 20 260413 © Insurance Services Office, Inc., 2012 Page 1 of1 266 Steak Cookoff Packet 2023 Final Audit Report Created: By: Status: Transaction ID: 2023-02-17 Nick Martin (nicholas.martin@fairhopeal.gov) Signed CBJCHBCAABAAu_5KludZaUVbJyn-1-VRM4o Y6Y AWDh2J "Steak Cookoff Packet 2023" History 'El Document created by Nick Martin (nicholas.martin@fairhopeal.gov) 2023-02-17 - 1 :51 :35 PM GMT 12.Document emailed to stephanie.hollinghead@fairhopeal.gov for signature 2023-02-17 - 1 :52:46 PM GMT 'El Email viewed by stephanie.hollinghead@fairhopeal.gov 2023-02-17 -9:19:12 PM GMT 2023-02-20 0c, Signer stephanie.hollinghead@fairhopeal.gov entered name at signing as Stephanie Hollinghead 2023-02-17 -9:38:09 PM GMT 0c, Document e-signed by Stephanie Hollinghead (stephanie.hollinghead@fairhopeal.gov) Signature Date: 2023-02-17 -9:38: 11 PM GMT -Time Source: server E?.. Document emailed to George Ladd (george.ladd@fairhopeal.gov) for signature 2023-02-17 -9:38:14 PM GMT 'El Email viewed by George Ladd (george.ladd@fairhopeal.gov) 2023-02-20 - 1 :39:57 AM GMT 0'o Document e-signed by George Ladd (george.ladd@fairhopeal.gov) Signature Date: 2023-02-20 - 1 :42:51 AM GMT -Time Source: server G?. Document emailed to Paige Crawford (paige.crawford@cofairhope.com) for signature 2023-02-20 - 1 :42:54 AM GMT 'El Email viewed by Paige Crawford (paige.crawford@cofairhope.com) 2023-02-20 -7:46:15 PM GMT &0 Document e-signed by Paige Crawford (paige.crawford@cofairhope.com) Signature Date: 2023-02-20 -7:52:53 PM GMT -Time Source: server fl Adobe Acrobat Sign 267 0 Agreement completed. 2023-02-20 -7:52:53 PM GMT fJ Adobe Acrobat Sign 268