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HomeMy WebLinkAbout07-12-1993 Regular Meeting1461 STATE OF ALABAMA X COUNTY OF BALDWIN X The City Council, City of Fairhope, met in regular session at 5:30 pm; Fairhope Municipal Complex Council Chamber; 161 North Section Street; Fairhope, Alabama 36532; on Monday, 12 July 1993. Present were Mayor James P. Nix; Councilmembers John V. Duck, Michael A. Ford, David E. Bishop, Jeanette Puckett, and Layton Overstreet; City Attorney Marion E. Wynne and City Clerk Evelyn Phillips. No one was absent. There being a quorum present, Mayor Nix called the meeting to order. Minutes of the 28 June 1993 regular session were duly approved. Councilman Overstreet introduced in writing, and moved for the adoption of, the following resolution. Seconded by Council- man Ford, motion passed unanimously: (See Resolution No. 419-93 on following pages....) 12 July 1993 1462 RESOLUTION NO. �119- 93 A RESOLUTION REPLACING RESOLUTION NO. 243-87 SETTING FORTH THE RULES AND REGULATIONS FOR THE OPERATION OF THE FAIRHOPE MUNICIPAL CIVIC CENTER COMPLEX. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: The facilities, namely the Main Auditorium, the Council Chambers(Municipal Court), the kitchen and the Delchamps Suite, located in the Municipal Civic Center Complex, 161 N. Section Street, Fairhope, Alabama, will be regulated as outlined herein. DEFINITIONS A. Local -within the corporate limits of the City of Fairhope with Fairhope address B. Persons or Groups - individuals, groups of individuals firms, civic clubs, social clubs, professional associations, organizations, corporations, service groups. III. RESERVATIONS Reservations shall be on a First Come, First Served Basis, except Governmental functions shall take precedence over all other functions and may necessitate the cancellation or postponement of an event. Persons or groups wishing to reserve one or more of the facilities must complete an Application for Use of Municipal Complex form, including Bond Section required for Main Auditorium, pay required deposit, and be entered on the Activities Calendar located in the City Hall. No reservations confirmed until deposit paid. Cancellations must be in writing and given to the Reservation Manager not less than thirty(30) days prior to event. Fee refunds will be made, by check, less a $10.00 or 20% handling charge, whichever is larger. Groups that have events that occur annually and have rented the auditorium for at least five consecutive years shall have the right for advance booking provided that date is requested and deposit paid prior to current event. 12 July 1993 1463 Page two IV. RULES AND REGULATIONS 1. Main auditorium rent shall be $200.00 per day, plus $15.00 per hour for each hour of use, for any Local persons or groups Not Charging Admission; or any Local civic club, charitable group or non-profit organization within the corporate limits of Fairhope where admission is charged and more than 50% of the gate receipts remain with the Local club, group or organization. (Charge will be $37.50 per hour on recognized City holidays). 2. Main auditorium rent shall be $375.00 per day, plus $15.00 per hour for each hour of use, for any persons or groups outside the corporate limits of Fairhope. (Holiday charge $37.50 per hour). 3. Non-profit Local civic clubs using the Council Chamber or Delchamps Suite during regular City Hall business hours will not be charged. After business hours, a fee of $40.00 per day plus $15.00 per use hour will be charged. 4. Any other persons or groups, all non -local persons or groups and all profit - making persons or groups using the Council Chambers will be charged a fee of $50.00 per day plus $15.00 per use hour. 5. A fee of $100.00 will be charged for the use of the kitchen and serving area. Kitchen supplies and equipment will not be used by anyone other than those paying this fee. A fee of $50.00 will be charged for use of serving area only. 6. A fee of $35.00 will be charged for the use of the City Piano, 7. Any other type rental must be approved by the Mayor. A fee for use of plants and flowers, if available, will be based on the number used and the fee will be set by the Public Works Supt. 8. Decorations must be placed on the day of the event. The City permits use on an "as is" basis .... the City will not clean-up debris left by a decorating group. 9. Access to the building must be arranged with the Building Superintendent. 10. There will be an inspection after each event by City Personnel. 11. All loose debris, including cups, plates, napkins, cans and cigarette butts, must be removed from tables and the floor swept of debris; debris placed in container and containers emptied into dumpster outside kitchen door by user. 12 July 1993 1464 Page three All decorations must be removed following an event. Decorations that are to be shared with other groups may be left in place if prior arrangements are made with and approved by the Building Superintendent to clean the auditorium after a function at a cost of $150.00. 12. All decorations are to be free-standing or approved by the Building Superintendent. All decorations must be removed before renter leaves building. All debris to be hauled off by renter. Arrangements can be made to be hauled off by the City at a charge to be determined. 13. Law Enforcement Personnel and/or chaperons, if required by the Building Superintendent, must be approved by the Fairhope Chief of Police and will be present during entire event. 14. At all B.Y.O.B. parties, where set-ups are to be sold, the City will operate the bar for set-ups. A waitress to remain at the bar will be provided. Any additional waitress will be paid by the group/users and arrangements made with the Building Superintendent to secure such waitress. Set-ups to include: cola, sprite, club soda, tonic water and ice. Any other set-ups required, " arrangements should be made with the Building Superintendent to secure such set-ups. 15. Specifics for Auditorium and Stage users: A. - No equipment or materials will be placed in the auditorium or on the stage prior to the day and time of use unless approved by the Building Superintendent. B. All equipment and materials will be removed at end of rental hours. C. The piano will remain on stage at all times. Nothing will be placed on or stored on this instrument. D. No painting of any type will be permitted inside the complex. E. Stage light settings will be accomplished by auditorium users, and when function over light must be reset for general use. Step ladders will be returned to storage place after use. The only persons allowed in the sound equipment room(upstairs) will be the persons in charge of the activity and persons required to operate sound and light systems. A $25.00 per hour charge will be required for the use of stage lights and operator. 12 July 1993 1465 Page four G. The number of auditorium seating is to be given at the time of booking. Maximum seating and/or crowd capacity will be as per the Fire Code. Fire and exit lanes will be open at all times. Chairs will not be disconnected and moved into aisles. 16. No inventory items, such as chairs, tables, podiums, movie projectors, screens, kitchen utensils, pots, pans, silverware, dishes, etc., will be loaned or permitted to be removed from the premises under any condition. 17. Permission from the Building Superintendent will be required for any person or group to bring into the building and use an appliance with special power requirements. 18. No nails, tacks, brackets or self-adhesive tape will be allowed on or in walls, ceilings, floors, or any material that will deface, mar or damage a finished surface. The Building Superintendent will be the authority on such matters. 19. Religious groups may use the complex facilities for meetings, conventions, dinners, etc., but will not be permitted to use any part of the facility as a permanent sanctuary on a regular Sunday or weekday basis. 20. A $2,000 bond is required to use the main auditorium and is to be secured by an item of value such as property, savings account, certified check, etc.; and must be approved by the Mayor. 21. Renters of the Delchamps Suite and the Council Chamber will not be required to post bond but they will be held responsible for any damage beyond moderate and normal wear and tear. 22. In order to maintain health standards as required by state and county regulations, all users of kitchen and auditorium must comply with the following: A. All pots, pans, trays, plates, saucers, cups, serving dishes, glasses, and silverware will be washed before use. B. After food serving has been completed, and before leaving the complex, all items listed above will be washed and separated(all spoons together, etc.) and stored in proper locations as found prior to use. Tables will be cleaned. C. All equipment, including coffee and tea urns will be cleaned after use. The responsibility will fall on the renter. If not done a fee will be assessed by the Superintendent. 12 July 1993 1466 r t Page five D. Stoves and ovens will be cleaned, sinks, work areas and slicing equipment will be cleaned. E. All garbage will be removed from building and placed in dumpster provided at close of activity. F. All personal equipment will be removed at the close of activity. G. Only garbage bags and dish towels will be furnished by the City. Any other accessories, such as napkins, will not be furnished by the City. H. No containers or dishes will be removed from the building at any time. I. Users of auditorium only, serving food/drink, will furnish own pots, pans, etc., At end of activity, all tables will be cleaned. J. Ice machine and refrigerators will be used only by those renting kitchen. K. Use of coffee pots or urns will be $5.00. 23. The lobby alone will not be used as a meeting place. 24. The City of Fairhope, its departments and agencies, and city sponsored functions shall be exempt from rental fees provided the functions will improve the skills, finances, or betterment of the sponsoring department or portray the City of Fairhope in the best light for the good and benefit of the citizens of Fairhope. This does not relieve the said departments from clean-up and security responsibilities, except that no bond will be required to insure performance. 25. No food, no drink, and no smoking will be allowed in the Council Chambers. 26. No rice, birdseed or like material will be thrown inside the complex. The Council reserves the right to amend, delete, adjust, or waive any and all stipulations set out herein. th ADOPTED this �day of 4La 1993. AT /yST r � VY 12 July 1993 1467 Councilman Duck moved to approve the written request from the American Heart Association to hold a Heart Walk on Saturday, 25 September 1993. The route has police approval. Seconded by Councilwoman Puckett, motion passed unanimously. Council took the following action on bids: Identification: "UTILITY PO Bids to be opened on: July 6. 1993 at: 10:30 AM. (Poles for Electric Department Stock) (Twenty 45-ft, Twenty 40-ft, Fifteen 35-ft, and Ten 30-ft Wood Poles. B/D SENT TO: B/D AMOUNT. DELIVERY.• BALDWIN POLES & PILING $8,030.00 2-Weeks Bay Minette, AL BROWN WOOD PERSERVING CO. $9,186.95 2-3 Weeks Pensacola, FL TREAT -ALL WOOD PRODUCTS, INC. $10,216.35 4-6 Weeks Ridgeland, MS LAMAR TREATED MATERIAL, INC. $8,358.65 3-Weeks Hattiesburg, MS THOMASSON LUMBER CO. $8,195.40 2-Weeks Philadelphia, MS SUPERIOR WOOD NO RESPONSE Louisville, MS HATFIELD & CO. NO BID Mobile, AL STALLWORTH TIMBER NO RESPONSE Beatrice, AL WHITE FOREST PRODUCTS NO RESPONSE Northport, AL U.S. POLE & SUPPLY NO RESPONSE Pensacola, FL It is suggested to accept the low bid of BALDWIN POLE & PILING CO, Bay Minette, Alabama, for the price of $8,030.00 with all specifications being met. --A.Norris, Elec Supt.--W.Smith, Purch.Agt. Councilman Bishop moved to accept the low bid by Baldwin Pole and Piling Company, provided all spgcifications are met. Seconded by Councilman Ford, motion passed unanimously. 12 July 1993 1468 7wEyry IDENTIFICATION: "25 KVA TRANSFORMERS" Bid to be opened on: July 6, 1993 at: 10:30 AM. TRANSFORMERS FOR ELECTRICAL SYSTEM - TO KEEP IN STOCK. VENDOR: TOTAL PRICE: DELIVERY. DELCO SUPPLY CO. NO EVALUATION Louisville, KY DOES NOT MEET SPECS. HATFIELD & CO. Actual Total Cost: Mobile, AL $9,220.00 14-Weeks Evaluated Total Cost: $23,332.00 STEWARD C. IRBY Actual Total Cost: Pensacola, FL $11,720.00 12-Weeks Evaluated Total Cost: $ 23,312.00 MACK ELECTRIC SUPPLY Actual Total Cost: Dothan, AL $11,340.00 9-Weeks Evaluated Total Cost: $23,400.00 BRASFIELD SALES, INC. Actual Total Cost: Birmingham, AL $11,080.00 12-14 Weeks Evaluated Total Cost: $ 22, 780.00 HEAVY DUTY ELECTRIC NO BID Mt. Vernon, IL BELL & CO. Mobile, AL NO BID JEMILCO, INC. NO RESPONSE Jacksonville, AR STOUGHTON & ASSOC. NO RESPONSE Birmingham, AL UNITED UTILITY COOPERATIVE CORP. NO RESPONSE Prattville, AL LEER SERVICES, INC. NO RESPONSE Cape Girardeau, MO It is suggested to accept the bid of BRASFIELD SALES, INC., Birmingham, Alabama for the Actual Total Cost of $11,080.00 and the Evaluated Total Cost of $22,780.00 with all specifications being met. �= qo� Aaron Norris, Electrical Supt. Wayne Smith, Purchasing Agent Councilwoman Puckett moved to accept the lowest evaluated bid by Brasfield Sales, Inc., provided all specifications are met. Seconded by Councilman Bishop, motion passed unanimously. - 12 July 1993 1469 Turar.v-7Y IDENTIFICATION: "50 KVA TRANSFORMERS" Bid to be opened on: July 6. 1993 at: 10:30 AM. TRANSFORMERS FOR ELECTRICAL SYSTEM - TO KEEP IN STOCK. VENDOR: TOTAL PRICE: DELIVERY: DELCO SUPPLY CO. NO EVALUATION Louisville, KY DOES NOT MEET SPECS. HATFIELD & CO. Actual Total Cost: Mobile, AL $12,980.00 14-Weeks Evaluated Total Cost: $37,856.00 STEWARD C. IRBY Actual Total Cost: Pensacola, FL $23,840.00 12-Weeks Evaluated Total Cost: $38,168.00 MACK ELECTRIC SUPPLY Actual Total Cost: Dothan, AL $15,720.00 9-Weeks Evaluated Total Cost: $39,696.00 BRASFIELD SALES, INC. Actual Total Cost: Birmingham, AL $15,960.00 12-14 Weeks Evaluated Total Cost: $36,948.00 HEAVY DUTY ELECTRIC NO RESPONSE Mt. Vernon, IL BELL & CO. NO BID Mobile, AL JEMILCO, INC. NO RESPONSE Jacksonville, AR STOUGHTON & ASSOC. NO RESPONSE Birmingham, AL UNITED UTILITY NO RESPONSE COOPERATIVE CORP. Prattville, AL LEER SERVICES, INC. NO RESPONSE Cape Girardeau, MO It is suggested to accept the bid of BRASFIELD SALES, INC., Birmingham, Alabama for the Actrual Total Cost of E15,960.00 and the Evaluated Total Cost of $36,948.00 with all specifications being met, awl-7 Aaron Norris, Wayne Smith, Electrical Supt. Purchasing Agent Councilman Bishop moved to accept the lowest evaluated bid by Brasfield Sales, Inc., provided all specifications are meta Seconded by Councilwoman Puckett, motion passed unanimously. 12 July 1993 1470 Councilman Overstreet, chairman, reported his committee had researced the matter of the Oscar L. Smith family request to place a cross in front of the Fairhope Middle School in memory of their son who lost his life at that spot when involved in a car accident in 1990, and, while all of them are sympathetic of the family's feelings, it is their decision to recommend the request be denied. To allow the cross will establish a precedent that might grow out of control, and the State High- way Department also has regulations that would not allow the cross within a certain distance from the road. Councilman Overstreet moved not to approve the request. Seconded by Councilman Ford, motion passed unanimously. Councilman Duck moved to pay bills as presented. Seconded by Councilwoman Puckett, motion passed unanimously. Mayor Nix announced that the Eastern Shore Courier reporter, Paul Sims, was transferring to an Andalusia paper. He was thanked for his efforts to report the City's news fairly and accurately, and wished the best of luck in his new position. Electrical Superintendent Aaron Norris told the Council he was pleased to report that, during several recent electrical thunderstorms, our system only lost three electrical transformers and they were all over twenty years in service. Street Superintendent Tim Kant introduced a new City employee, Ms. Kim Naman, who will be the Environmental Officer. She will be helping residents and businesses comply with the City's trash, garbage, and recycling regulations. Mr. Charles T. Johnson was present to thank the Council for appointing him to our Personnel Board last meeting. There being no further business, meeting was duly adjourned at 5:45 pm. .40, e_-? _,I� - Aame P. Nix, Mayor