HomeMy WebLinkAboutDocumentation_Regular_Tab 25_2/13/2020Agenda Item #25.
Regular Council
STAFF MEMO
Meeting: Regular Council - Feb 13 2020
Staff Contact: Gus Medina, Police Chief Department: Police
RESOLUTION 08-20, OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA,
ESTABLISHING A PARTNERSHIP BETWEEN THE VILLLAGE OF TEQUESTA ("TEQUESTA") AND
THE CITY OF PALM BEACH GARDENS ("PBG") FOR THE NORTH COUNTY COMMUNICATIONS
CENTER TO PROVIDE DISPATCH AND COMMINCATIONS OPERATIONS FOR THE TEQUESTA
POLICE DEPARTMENT; PROVIDING FOR SEVERABILITY; PROVIDING AN EFFECTIVE DATE;
AND FOR OTHER PURPOSES
This agenda item is to approve an Inter -local agreement between the City of Palm Beach Gardens
and the Village of Tequesta. This agreement allows Village of Tequesta to become a partner in the
North County Communication Center (NorthCom). This agreement transfers the Tequesta Police
Department's Communication Center duties to NorthCom and allows NorthCom to dispatch for the
Tequesta Police Department. This agreement would start October 1, 2020.
Approve
RESOLUTION 08-20
Public Records Addendum ada
PBG Cost Proposal 2-7-2020
Interlocal Agreement-publicsafetvdispatch-2020- Tequesta
Page 543 of 557
Agenda Item #25.
RESOLUTION 08-20
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, FLORIDA, ESTABLISHING A PARTNERSHIP BETWEEN
THE VILLLAGE OF TEQUESTA ("TEQUESTA") AND THE CITY OF
PALM BEACH GARDENS ("PBG") FOR THE NORTH COUNTY
COMMUNICATIONS CENTER TO PROVIDE DISPATCH AND
COMMINCATIONS OPERATIONS FOR THE TEQUESTA POLICE
DEPARTMENT; PROVIDING FOR SEVERABILITY; PROVIDING AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES.
WHEREAS, Part I of Chapter 163, Florida Statutes, permits public agencies to
enter into Interlocal Agreements for the performance of service functions of public
agencies; and
WHEREAS, PBG and TEQUESTA desire for PBG to provide public
communications dispatch services for each of their respective public safety services, and
PBG is willing to provide same from the PBG EOCC Dispatch Center ("North County
Dispatch Center or "NCDC") for a reasonable fee acceptable to the parties; and
WHEREAS, each of said municipalities desire to enter into this Agreement and to
perform it insofar as practicable for the uses and purposes herein expressed subject to
and conditioned upon performance of the terms of this Agreement; and
WHEREAS, PBG and TEQUESTA have determined that entering into and
performing this Agreement will further the health, safety, and welfare of their citizens
and businesses.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1: Resolution 08-20 is hereby affirmed and ratified;
Section 2: The Village Council hereby approves the Interlocal Agreement
between the Village of Tequesta and The City of Palm Beach Gardens, to provide
dispatch and communications services for the Tequesta Police Department;
Section 3: This Resolution shall become effective immediately upon passage.
Page 544 of 557
Agenda Item #25.
PUBLIC RECORDS. In accordance with Sec. 119.0701, Florida Statutes, CONTRACTOR must keep
and maintain this Agreement and any other records associated therewith and that are associated
with the performance of the work described in the Proposal or Bid. Upon request from the
Village's custodian of public records, CONTRACTOR must provide the Village with copies of
requested records, or allow such records to be inspected or copied, within a reasonable time in
accordance with access and cost requirements of Chapter 119, Florida Statutes. A CONTRACTOR
who fails to provide the public records to the Village, or fails to make them available for
inspection or copying, within a reasonable time may be subject to attorney's fees and costs
pursuant to Sec. 119.0701, Florida Statutes, and other penalties under Sec. 119.10, Florida
Statutes. Further, CONTRACTOR shall ensure that any exempt or confidential records associated
with this Agreement or associated with the performance of the work described in the Proposal
or Bid are not disclosed except as authorized by law for the duration of the Agreement term, and
following completion of the Agreement if the CONTRACTOR does not transfer the records to the
Village. Finally, upon completion of the Agreement, CONTRACTOR shall transfer, at no cost to
the Village, all public records in possession of the CONTRACTOR, or keep and maintain public
records required by the Village. If the CONTRACTOR transfers all public records to the Village
upon completion of the Agreement, the CONTRACTOR shall destroy any duplicate public records
that are exempt or confidential and exempt from public records disclosure requirements. If the
CONTRACTOR keeps and maintains public records upon completion of the Agreement, the
CONTRACTOR shall meet all applicable requirements for retaining public records. Records that
are stored electronically must be provided to the VILLAGE, upon request from the Village's
custodian of public records, in a format that is compatible with the Village's information
technology systems.
IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER
119, FLORIDA STATUTES, TO CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS AGREEMENT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS
CUSTODIAN FOR THE VILLAGE, AT (561) 768-04401 OR AT
ImcwiIlia ms@tequesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA
33469.
Pursuant to Article XII of the Palm Beach County Charter, the Office of the Inspector General has
jurisdiction to investigate municipal matters, review and audit municipal contracts and other
transactions, and make reports and recommendations to municipal governing bodies based on
such audits, reviews, or investigations. All parties doing business with the Village shall fully
cooperate with the inspector general in the exercise of the inspector general's functions,
authority, and power. The inspector general has the power to take sworn statements, require
the production of records, and to audit, monitor, investigate and inspect the activities of the
Village, as well as contractors and lobbyists of the Village in order to detect, deter, prevent, and
eradicate fraud, waste, mismanagement, misconduct, and abuses.
Page 545 of 557
Agenda Item #25.
"The Village of Tequesta strives to be an inclusive environment. As such, it is the Village's policy
to comply with the requirements of Title II of the American with Disabilities Act of 1990 ("ADA")
by ensuring that the Contractor's [ agreement /bid documents and specifications ] are accessible
to individuals with disabilities. To comply with the ADA, the Contractor shall provide a written
statement indicating that all [ agreement /bid documents and specifications], from Contractor,
including files, images, graphics, text, audio, video, and multimedia, shall be provided in a format
that ultimately conforms to the Level AA Success Criteria and Conformance Requirements of the
Web Content Accessibility Guidelines 2.0 (Dec. 11, 2008) ("WCAG 2.0 Level AA"), published by
the World Wide Web Consortium ("WK"), Web Accessibility Initiative ("WAI"), available at
www.w3.org/TR/WCAG/."
Page 546 of 557
Agenda Item #25.
PALM BEACH GARDENS POLICE DEPARTMENT
b
"COMMITTED TO PROFESSIONAL EXCELLENCE"
i
_4
pOLl CLINTON SHANNON, CHIEF OF POLICE
February 7, 2020
Chief Gustavo Medina
Tequesta Police Department
345 Tequesta Drive
Tequesta, FL 33469
Dear Chief Medina,
The estimated cost for the City of Palm Beach Gardens to provide dispatch services for the Village
of Tequesta is $205,259 for FY 2020-2021. This is assuming that services would start on October
1s`, 2020 and is based on information available at this time. This amount would include the cost
of two new Emergency Communications Operator positions and the City's contractual obligations
with the Police Benevolent Association.
Sincerely,
hief inXShannon
CS/kh
A State and Nationah5AccreditedLaw Enforcement Agency
10500 No. MILITARY TRAIL 0 PALM BEACH GARDENS, FL 33410 0 PHONE 561-799-4400 • FAx 561-799-44Page 547 Of 557
Agenda Item #25.
INTERLOCAL AGREEMENT FOR PUBLIC SAFETY DISPATCH
BY AND BETWEEN THE CITY OF PALM BEACH GARDENS AND THE VILLAGE OF
TEQUESTA
THIS INTERLOCAL AGREEMENT FOR PUBLIC SAFETY DISPATCH
("Agreement") is made and entered into
(the date of
Agreement full execution) by and between the CITY OF PALM BEACH GARDENS
("PBG") and the VILLAGE OF TEQUESTA ("TEQUESTA") each being a municipality
located in Palm Beach County, Florida, each being duly organized and existing under the
laws of the State of Florida.
WITNESSETH:
WHEREAS, the Florida Constitution and Chapter 166, Florida Statutes, provide for
municipal home rule and powers; and
WHEREAS, Part I of Chapter 163, Florida Statutes, permits public agencies to
enter into Interlocal Agreements for the performance of service functions of public
agencies; and
WHEREAS, PBG and TEQUESTA desire for PBG to provide public safety
communications dispatch services for each of their respective public safety services, and
PBG is willing to provide same from the PBG EOCC Dispatch Center ("North County
Dispatch Center or "NCDC") for a reasonable fee acceptable to the parties; and
WHEREAS, each of said municipalities desire to enter into this Agreement and to
perform it insofar as practicable for the uses and purposes herein expressed subject to
and conditioned upon performance of the terms of this Agreement; and
WHEREAS, PBG and TEQUESTA have determined that entering into and
performing this Agreement will further the health, safety, and welfare of their citizens and
businesses.
NOW, THEREFORE, for and in consideration of the mutual agreements, terms,
and conditions, the Parties hereby mutually agree as follows:
1. Recitals: The above recitals, incorporated and adopted herein, are true and correct.
Page 11 of 10
Page 548 of 557
Agenda Item #25.
2. Authority for Agreement: By entering into this Agreement, each of the
municipalities respectively represents to the other that it has full right and lawful
authority to enter into and perform this Agreement and that it has fully considered,
found, and determined that entering into and performing this Agreement is in the
best interests of its citizens; and each of the municipalities respectively promises to
the other to do all things and take all action necessary or appropriate to effect and
implement this Agreement. The authority for this Agreement is found in Chapter 163
and Chapter 166, Florida Statutes.
3. Purpose: The purpose of this Agreement is to cooperate concerning public safety
communications and dispatch services.
4. Definition of Terms: For the purposes of this Agreement, the terms set forth
hereinbelow shall have the meanings as follows:
A. "Contracting Municipality" shall mean any municipal corporation being
served by PBG for public safety dispatch through the NCDC whose population
is included for the purposes of determining each municipality's cost share.
B. "Executive Governance Board" ("EGB") shall mean that executive body
having the authority to review and make recommendations regarding the
budget for the North County Dispatch Center, the public safety dispatch level
of service (LOS) and which municipal corporations may become contracting
municipalities.
C. "Budget" shall be construed to mean the annual financial and operating plan
for the NCDC fiscal year.
D. "Technical Advisory Committee" JAC) shall mean the committee having
the authority to develop, monitor, and recommend amendments to the NCDC
Standard Operating Procedures and Response Protocols.
E. "Standard Operating Procedures and Response Protocols" ("SOP") shall
mean the policies and practices that shall guide the response to calls for service
and the delivery of emergency dispatch services. The SOP will be developed
by PBG.
5. Term: The term of this Agreement shall be for a period of six (6) years commencing
on October 1, 2020, and terminating on September 30, 2026, unless sooner
Page 12of10
Page 549 of 557
Agenda Item #25.
terminated or sooner commenced in accordance with this Agreement. Additionally,
if prior to October 1, 2020, TEQUESTA should lose the ability to provide its own
dispatch services, TEQUESTA may initiate the term of this Agreement immediately
by providing notice of same to PBG in accordance with this Agreement.
6. Public Safety Communications and Dispatch Services:
A. PBG Provision of Service: PBG agrees to provide Dispatch Service for PBG
and TEQUESTA through its EOCC Dispatch Center, operating and known as
the North County Dispatch Center ("NCDC") for the term set forth in paragraph
5 unless or until this Agreement is otherwise terminated in accordance with the
terms and conditions more particularly set forth herein. Specifically, PBG will
provide twenty-four hour per day (24 hr/day) seven (7) days per week staffing
and dispatch services to TEQUESTA with such services to be in substantially
the same manner, quality, form, and substance, including radio frequency and
communications in accordance with the Municipal Public Safety
Communications Consortium Agreement (MPSCC), computer access and
searches, radio dispatch, and telephone answering service as that provided
within PBG. TEQUESTA shall be responsible for the purchase and
maintenance of all radios, client side software, licenses and hardware, server
software, licenses and hardware unique to each community, and other
equipment necessary in order to receive services from the NCDC. However,
notwithstanding the foregoing, nothing contained herein will modify the terms
or conditions of the MPSCC for radio communications, which shall govern
matters of radio communication pertaining to maintenance, infrastructure,
operations equipment, and subscriber units. Communications consoles
located in the NCDC are specifically exempt from the MPSCC.
B. Recognition of Error: TEQUESTA recognizes there is a possibility that a
given communication or dispatch, including, without limitation, a call for
emergency service, may be inadvertently misrouted by reason of electronic,
manual, or human error. When the misrouted communication or dispatch is an
emergency call, each party agrees to use reasonable efforts to remedy the
Page 13 of 10
Page 550 of 557
Agenda Item #25.
misrouting to the extent reasonable at the time and under the then -existing
circumstances.
C. Exclusive Command: All NCDC personnel, equipment, facilities, and
communications and dispatch services shall be and remain under the exclusive
command, direction, management, and/or deployment of PBG through its Chief
of Police or designee. The officials, employees, inhabitants, or other persons
within the respective municipal boundaries of TEQUESTA shall not interfere
with such command.
D. Daily Operational Matters: TEQUESTA hereby acknowledges that the NCDC
may receive simultaneous calls for separate accidents, police calls, fires, or
other public safety concerns. In the event of such simultaneous calls, the
judgment or direction and command of the Chief of Police of Palm Beach
Gardens Police Department, or his/her senior officer on duty at the time, shall
be binding and final as to which call should receive first, present, and future
priority response and shall control such action and conduct. However,
notwithstanding the foregoing, PBG's Chief of Police shall enforce and comply
with the NCDC Standard Operating Procedures and Response Protocols to the
extent practicable.
7. Administration:
A. Identification: The PBG EOCC Dispatch Center, although operated by PBG,
shall be identified and publicly recognized as the "North County Dispatch
Center" or as may be determined by a unanimous vote of the EGB.
Accordingly, the Parties hereby delegate to the EGB the specific authority to
require all personnel assigned to the Dispatch Center to wear uniforms/clothing
bearing the name of the Dispatch Center and/or its logo, to determine the
details of such logo, and to change the name of the Dispatch Center and the
design of the logo as the EGB may see fit.
B. Resolution of Service Delivery Issues: Matters relating to the delivery of
dispatch services and operational efficiencies will be resolved by the Chief of
Police of Palm Beach Gardens Police Department. In the event that service
delivery issues cannot be resolved by the Chief of Police of Palm Beach
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Page 551 of 557
Agenda Item #25.
Gardens Police Department, the matter will be reviewed by the City Manager
of Palm Beach Gardens for resolution.
8. Consideration: As consideration for PBG entering into this Agreement and
agreeing to provide TEQUESTA with public safety communications and dispatch
services during the term of this Agreement, TEQUESTA hereby agrees to pay PBG
as follows:
A. Payment shall be based upon an annual NCDC budget prepared by PBG and
submitted to TEQUESTA for its review and recommendations no later than May
1st each year. TEQUESTA-approved NCDC budget document must be
submitted to PBG no later than June 1 st each year, unless an extension of time
is granted by the PBG City Manager. The budget document shall take into
consideration personnel and operational changes that are required and all
administrative and operational expenses. PBG shall be entitled to an
administrative fee, which shall be included in the NCDC budget and which shall
be paid to PBG by TEQUESTA according to its cost share. Each Contracting
Municipality's cost share shall be calculated based upon its percentage of the
total population of all the Contracting Municipalities being served by PBG for
public safety dispatch through the NCDC ("cost share metric"). It is hereby
acknowledged by TEQUESTA that the total population being served, as
established by the University of Florida Bureau of Business and Economic
Research (BBER), may change from time to time based upon actual population
change or by expanding service to additional municipalities, which may
decrease or increase each Contracting Municipality's cost share. Contracting
Municipalities having a population of 1000 or more residents will have a
minimum cost share equal to no less than the cost of one (1) dispatch position
(salary and benefits). Contracting Municipalities having a population less than
1000 residents shall have a cost share equal to no less than one-half (1/2) of
the cost of one (1) dispatch position (salary and benefits). The above -
referenced minimum cost share amounts shall be in addition to the
administrative fee referenced hereinabove.
Page 15 of 10
Page 552 of 557
Agenda Item #25.
B. If at the end of any contract year a budget shortfall exists, each Contracting
Municipality shall be obligated to pay its cost share of any such shortfall in
accordance with the cost share metric that was utilized during the budget year
in which the shortfall occurred. Conversely, if at the end of any contract year a
budget surplus exists, such surplus shall represent a committed fund balance
to be utilized specifically for NCDC budgetary purposes.
9. Force Majeure: PBG shall not be liable under any theory of law to any Contracting
Municipality, its officials, employees, agents, citizens, or persons within its municipal
boundaries for any cessation of service caused by acts of God, fire, strike, casualty,
civil or military authority, insurrection, riot, or other event or circumstance not within
the control of PBG.
10. Insurance:
A. PBG shall carry and maintain continuously throughout the term of this
Agreement insurance to protect its personnel and equipment in the event of
damage or destruction in an amount not less than One and One -Half Million
Dollars ($1,500,000.00) and shall provide its employees with Workers'
Compensation Insurance as required by law. TEQUESTA shall be furnished
with an original, fully -executed certificate of said insurance, which certificate
must provide for thirty (30) days' notice to TEQUESTA prior to cancellation.
B. TEQUESTA shall carry and maintain continuously throughout the term of this
Agreement all-risk liability insurance in an amount not less than One and One -
Half Million Dollars ($1,500,000.00). PBG shall be named as an additional
insured and shall be furnished with an original, fully -executed certificate of said
insurance, which certificate must provide for thirty (30) days' notice to PBG prior
to cancellation.
11. Governmental Powers: The Parties acknowledge that this Agreement is an
Interlocal Agreement under Chapter 163, Florida Statutes, and that each party shall
retain all legislative authority with regard to its respective governing body. All of the
privileges and immunities from liability, exemptions from laws, ordinances, and rules
and other benefits that apply to the activity of the officers, agents, or employees of
any public agency when performing their respective functions within the territorial
Page 16 of 10
Page 553 of 557
Agenda Item #25.
limits for their respective agency shall apply to the same degree and extent to the
performance of such functions and duties of those officers, agents, or employees
extra -territorially under the provisions of any Interlocal Agreement.
12. Indemnification: TEQUESTA shall indemnify, defend, and hold harmless PBG
against any actions, claims, or damages arising out of the subject Contracting
Municipality's negligence in connection with this Agreement to the extent permitted
by law. PBG shall indemnify, defend, and hold harmless TEQUESTA against any
actions, claims, or damages arising out of PBG's negligence in connection with this
Agreement to the extent permitted by law. The foregoing mutual indemnifications
shall not constitute a waiver of sovereign immunity or an agreement to indemnify
any party beyond the monetary limits set forth in Section 768.28, Florida Statutes
(2019).
13. No Transfer of Powers: Nothing contained in this Agreement shall be construed to
constitute a transfer of powers in any way whatsoever. This Agreement is solely an
Interlocal Agreement to provide services, including, without limitations, services as
authorized by Chapter 163, Florida Statutes. The Contracting Municipalities shall
each retain all legislative authority with regard to the respective governing bodies.
All of the privileges and immunities from liability, exemptions from laws, ordinances
and rules, and pensions and relief, disability, workers' compensation, and other
benefits that apply to the activity of officers, agents, or employees of any public
agents or employees of any public agency when performing their respective
functions within the territorial limits of their respective agencies shall apply to the
same degree and extent to the performance of such functions and duties of such
officers, agents, or employees extra -territorially under the provisions of any such
Interlocal Agreement.
14. Joint Preparation: The preparation of this Agreement has been a joint effort of the
parties, and the resulting document shall not, solely as a matter of judicial constraint,
be construed more severely against any of the Parties.
15. Binding Effect: All of the terms and provisions of this Agreement shall be binding
upon, inure to the benefit of, and be enforceable by the municipalities and their
respective legal representatives or successors; but no person not a direct party to
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Page 554 of 557
Agenda Item #25.
this Agreement shall be or be deemed to be a legally -entitled third -party beneficiary
hereof.
16. Non -Assignment: This Agreement may not be assigned by any Contracting
Municipality without the prior written consent of the governing bodies of each
Contracting Municipality.
17. Governing Law and Venue: This Agreement and all services contemplated by this
Agreement shall be governed by and construed and enforced in accordance with
the laws of the State of Florida. Venue for all proceedings in connection herewith
shall be exclusively in Palm Beach County, Florida.
18. Agreement Administrators: Each of the municipalities hereby designates its
respective director and chief of its public safety/police departments, or designees,
or in the absence of the designated person, its acting director or chief, to be its
Administrator and liaison for the performance and receipt of performance of all
services and actions under this Agreement. Said contract administrators shall be
the points of contact for all operational matters between the municipalities.
19. Waiver: No delay or failure by any Contracting Municipality in enforcing or insisting
on strict performance of any of the terms or provisions hereof shall be deemed a
waiver of any other or further term or provision of similar or dissimilar nature or of
any continuing waiver.
20. Termination:
A. This Agreement may be terminated, with or without cause, by any Contracting
Municipality, only by providing written notice to the others, no later than October
1st of any contract year. Any such termination shall not be effective until
September 30t" of the contract year in which such notice was served.
B. Termination of this Agreement, regardless of the reason, shall not modify or
alter in any way the Municipal Public Safety Communications Consortium
Agreement for radio communications.
21. Renewal: Unless a Contracting Municipality gives notice of termination in
accordance with Section 20, this Agreement shall be automatically renewed for one (1)
additional five- (5) year term.
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Page 555 of 557
Agenda Item #25.
22. Notice: All formal notices affecting the terms or provisions of this Agreement shall
be in writing and delivered in person by hand delivery or sent by overnight courier
service (such as FedEx, UPS, DHL, etc... ) with signature confirmation upon receipt
to the municipality as designated below, until such time as the municipality furnishes
other written instructions for such other notice delivery.
For City of Palm Beach Gardens:
For Village of Tequesta:
City Manager
Village Manager
10500 North Military Trail
345 Tequesta Drive
Palm Beach Gardens, Florida 33410
Tequesta, Florida 33469
Attn: Contract Administrator/Chief of Police
Attn: Contract Administrator/Chief of
Police
23. Effective Date: This Agreement shall be effective on the later of February 15, 2020,
or its full execution and filing with the Clerk of the Circuit Court in and for Palm Beach
County.
24. Entire Agreement: This Agreement represents the entire understanding and
agreement between the Parties with respect to the subject matter hereof. There are
no promises, terms, conditions, or obligations other than those herein contained.
This Agreement shall supersede all previous communications, representations,
proposals, or agreements, either oral or written, between the municipalities hereto
and not herein contained. No amendment or modification of this Agreement shall
be binding unless approved by each of the Parties' respective governing bodies and
reduced to writing, executed, delivered, and filed with the Clerk of the Circuit Court
of Palm Beach County with the same formalities as this Agreement. Notwithstanding
the foregoing, the development and adoption of the annual NCDC budget shall not
be considered an amendment to this Agreement.
(The remainder of this page intentionally left blank.)
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Agenda Item #25.
IN WITNESS WHEREFORE, each of the Parties has authorized and caused this
Agreement to be made, executed (signed by its Mayor/City Manager and attested by its
City/Village Clerk) in triplicate (one original for each Contracting Municipality and one for
filing).
DATE:
DATE:
CITY OF PALM BEACH GARDENS VILLAGE OF TEQUESTA
Ronald M. Ferris, City Manager
ATTEST:
Patricia Snider, CMC, City Clerk
(Seal)
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY
R. Max Lohman, City Attorney
Page 110 of 10
Abigail Brennan, Mayor
ATTEST:
Lori McWilliams, MMC, Village Clerk
(Seal)
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY
Keith Davis, Village Attorney
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