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07-31-07 Item 8South Miami bftd PA- ftabcMy CITY OF SOUTH MIAMI 11111.1 OFFICE OF THE CITY MANAGER INTER - OFFICE MEMORANDUM 2001 To: The Honorable Mayor & Members of the City Commission Via: Yvonne S. McKinley, City Manager From: Jeanette Enrizo, Human Resource Manager Human Resource Date: July 31, 2007 Agenda Item No.. Subject: Approval of Legal Services Request: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, RELATING TO PENSION CONSULTING FEES; APPROVING ATTORNEYS' FEES FOR SUGARMAN AND SUSSKIND, P.A. IN THE AMOUNT NOT TO EXCEED $5,250.00 TO BE CHARGED TO ACCOUNT NUMBER 01- 1500 - 514 -3410; PROVIDING FOR AN EFFECTIVE DATE. Request: Authorizing the City Manager to authorize payment for legal services. Reason/Need: Due to concerns brought up by a resident during a City Commission meeting, the Pension Consulting Attorney (Sugarman & Susskind, P.A.) was directed to attend City Commission meetings on several instances (detailed listing attached hereto). Although Sugarman & Susskind, P.A. are currently on retainer services with the Pension Board, the service provided during the City Commission meetings were outside the scope of their retainer agreement. The $5,250 will be charged to account number 01- 1500 - 514 -3410, with current balance of $34,561.51. Cost: $5,250 Funding Source: Account Number: 01- 1500 -514 -3410 Backup Documentation: ❑ Proposed Resolution ❑ Detailed Invoice Listing from Sugarman and Susskind 1 2 RESOLUTION NO.: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, RELATING TO PENSION CONSULTING FEES; APPROVING ATTORNEYS' FEES FOR SUGARMAN AND SUSSKIND, P.A. IN THE AMOUNT NOT TO EXCEED $5,250 TO BE CHARGED TO ACCOUNT NUMBER 01- 1500 - 514 -3410 (LABOR); PROVIDING FOR AN EFFECTIVE DATE. WHEREAS; Sugarman and Susskind, P.A. provided legal services for pension matters including visits to the City Commission meetings on several instances (detailed listing attached hereto) to address concerns raised by a resident and clarification to the City Commission; arid, WHEREAS, as of July 27, 2007, the existing balance on account no. 01- 1500 - 514 -3410 is $34,561.51. NOW, THEREFORE, BE IT RESOLVED, BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT: Section 1: The City Commission is authorizing payment of consulting attorneys' fees in an amount not to exceed $5,250.00 to be charged to account number 01- 1500 - 514 -3410 with current account balance of $34,561.51. Section 2: The attached exhibit is incorporated by reference into this resolution. PASSED AND ADOPTED this ATTEST: CITY CLERK READ AND APPROVED AS TO FORM CITY ATTORNEY Include File Name and Path day of _, 2007. ....ems MAYOR COMMISSION VOTE: Mayor Feliu: Vice Mayor Wiscombe: Commissioner Palmer: Commissioner Birts: Commissioner Beckman: 2,1;)- GO 7 6/11/2007 Sugarman & Susskind 10:48 AM Slip Listing Page Selection Criteria Client (hand select) Include: SMIA; SMIA:MEET; SMIA:PENS; SMIA:PENS -CORK Slip.Date 1/1/2001 - 6/11/2007 Slip. Classification Open Rate Info - identifies rate source and level Slip ID Timekeeper Units Rate Slip Value Dates and Time Activity DNB Time Rate Info Posting Status Client Bill Status Description Reference Variance 51479 TIME David 2.00 300.00 600.00 8/31/2006 PM 0.00 C @1 1 Billed 0:45493 11/2/,2006 SMIA:MEET y Prepare for meeting 0.00 ff0 0.00 51478 TIME David 3.75 300.00 1125.00 8/31/2006 AM 0.00 C @1 Billed 0:45493 11/2/2006 SMIA:MEET �1 Attend meeting, city council meeting 0.00 regarding ordinance to update plan in accordance with '185 52249 TIME Kenneth 1.00 300.00 0(?� 300.00 10/2/2006 111:30 AM RE 0.00 C @1 Billed (3:45494 11/2/2006 SMIA:PENS r Review, research and respond e-mail city 0.00 _` „ attorney reference ordinance amendment board make up date change p 52250 TIME Kenneth 0.50 300.00 �� 150.00 �* 10/2/2006 12:30 PM PM 0.00 C @1 Billed (3:45493 11/2/2006 SMIAWEET Prepare for meeting 0.00 t 52251 TIME Kenneth 0.50 300.00 150.00 1 10/3/2006 10:30 AM RE 0.00 C @1 Billed (3:45494 11/2/2006 SMIA:PENS Review and respond e-mail city attorney 0.00 reference ordinance amendment 52252 TIME Kenneth 0.50 300.00 150.00 10/3/2006 7:30 PM AM 0.00 C @1 Billed 0:45494 11/2/2006 SMIA:PENS Q 1 Attend city commission meeting reference 0.00 ordinance amendment .� 52245 TIME Kenneth 3.00 300.00 900.00 10/5/2006 9:30 AM RE 0.00 C @1 Billed 0:45494 11/2/2006 SMIA:PENS Review, research and revise proposed 0.00 ordinance amendment reference compliance with collective bargaining agreements amd 6/11/2007 Sugarman & Susskind 10:48 AM Slip Listing Page 2 Slip ID Timekeeper Units Rate Slip Value Dates and Time Activity DNB Time Rate Info Posting Status Client Bill Status Description Reference Variance Telephone conference with actuary 21238 TIME Kenneth 0.50 300.00 150.00 0/10/2006 9:30 AM RE 0.00 +9�, C @1 Billed (x:45494 11/2/2006 SMIA:PENS clie reference o on ` revisions to ordinance amendme -� 52207 TIME Kenneth 4.00 300.00 1200.00 10/12/2006 2:00 PM RS 0.00 C@1 Billed (3:45494 11/2/2006 SMIA:PENS Research and revised proOposed ordinance 0.00 ,►�i mendment reference compliance with i 9 collective bargaining agreements 52208 TIME Kenneth 3.00 300.00 900.00/ 10/13/2006 9:30 AM RE 0.00 C @1 Billed G:45494 11/2/2006 SMIA:PENS n,)b Review and revised proposed ordinance 0.00 amendment reference colloctive bargaining greement and Telephone conference with actuary 52229 TIME Kenneth 1.00 300.00 300.00 �Itte0/17/2006 6:30 PM AM 0.00 C @1 illed G:45494 11/2/2006 SMIA:PENS nd meeting city commission reference 0.00 ordinance amendment 1st reading 52372 TIME Kenneth 0.50 300.00 150.00 --� .� 10/19/2006 12:30 PM TC 0.00 C @1� G filled (3:45494 11/2/2006 SMIA:PENS elephone conference with client reference 0.00 Merick 52531 TIME Kenneth 1.50 300.00 450.00 vb 10/31/2006 '11:00 AM RE 0.00 C @1 Billed G:45494 11/2/2006 SMIA:PENS A�?Review, revise and respond email reference 0.00 memo to employees 52767 TIME Kenneth 0.50 300.00 150.00 )' 11/3/2006 1:30 PM RE 0.00 C @1 Billed 13:45947 12/4/2006 SMIAWEET C Review and respond e-mail personnel 0.00 4* eference agenda item and commission meeting 03/11/2007 10:48 AM Sugarman & Susskind Slip Listing Page 3 Slip ID Timekeeper Units Rate Slip Value Dates and Time Activity DNB Time Rate Info Posting Status Client Bill Status Description Reference Variance 52825 TIME Kenneth 0.50 300.00 150.00 61' 11/7/2006 '12:00 PM PM 0.00 C @1 �bf 1 Billed G:45947 12/4/2006 SMIAWEET Prepare for meeting 0.00 52828 TIME Kenneth 2.50 300.00 750.00 11/7/2006 2:00 PM RS 0.00 C@1 C� Billed G:45948 12/4/2006 SMIA:PENS eview, respond and research e-mail 0.00 personnel reference ordinance amendment, commission meeting and Merrick 6h3215 . TIME Kenneth 2.50 300.00 750.00 11/28/2006 4:15 PM AM 0.00 C @1 filled G:45948 12/4/2006 SMIA:PENS Attend meeting and t� ve 0.00 54317 TIME 1/18/2007 3:00 PM Kenneth 0.50 300.00 150.00 AM 0.00 C @1 C Billed G:46855 2/1/2007 SMIAWEET Attend meeting reference invoices and 0.00 retainer _54750 TIME Kenneth 0.50 300.00 150.00.( 2/6/2007 10:30 PM AM 0.00 C @1 JJJ C,� 1 Billed (3:47332 3/5/2007 SMIAWEET Attend meeting and travel T 0 TIME Kenneth 0.50 300.00 150.00 /2007 10:30 PM AMA 0.00 C @1 ed G:47332 3/5/2007 SMIANEET end meeting 56307 TIME Kenneth 0.50 300.00 150.00 4/30/2007 2:45 PM TC 0.00 C @1 Billed G:48141 5/2/2007 SMIA:PENS Telephone conference with client reference 0.00 invocies on city commission agenda and Review e-mail Grand Total Billable 1 29.75 8925.00 Unbillable 0.00 0.00 Total 29.75 8925.00 GU City of South Miami 6130 Sunset Drive South Miami FL 33143 Client:Matter SMIANEET In Reference To: Meetings Previous balance Balance due Client:Matter SMIA:PENS In Reference To: Pension Plan Professional Services Sugarman & Susskind Two Datran Center, Suite 1129 9130 South Dadeland Boulevard Miami, Florida 33156 Telephone: 305- 529 -2801 Fax: 305- 447 -8115 4/30/2007 Telephone conference with client reference invocies on city commission agenda and Review e-mail For professional services rendered Previous balance Balance due MAY 24 May 02, "2007 Amount $600.00 $600.00 Hrs /Rate Amount 0.50 150.00 300.00 /hr 0.50 $150.00 $4,650.00 $4,800.00 SUGARMAN & SUSSKIND PROFESSIONAL ASSOCIATION ATTORNEYS AT LAW Robert A. Sugarman Two Datran Center, Suite 1129 Howard S. Susskind 9130 South Dadeland Boulevard David E. Robinson Miami, Florida 33156 Kenneth R. Harrison, Sr. (305) 529 -2801 D. Marcus Braswell, Jr. Broward 763 -2566 Pedro A. Herrera Toll Fre 1- 800 -329 -2122 Facsirpe (305) 447 -8115 March 5, 2007 City of South Miami 6130 Sunset Drive{ South Miami FL 33143 Miami, j. SM1C CURRENT FEES: CURRENT COSTS: PREVIOUS BALANCE: PAYMENTS RECEIVED: TOTAL AMOUNT DUE: 300.00 0.00 8,625.00 _ _y 3,525.00= ck #05597V 5,400.00 Sugarman & Susskind 100 Miracle Mile Suite 300 Coral Gables, Florida 33134 Telephone: 305 -529 -2801 Fax: 305-447-8115 City of South Miami c/o Janet 6130 Sunset Drive South Miami FL 331143 Client:Matter SMIA:MEET In Reference To: Meetings Previous balance Balance due Client:Matter SMIA:PENS In Reference To: Pension Plan Previous balance Balance due June 05, 2007 Amount x;..11 11 $600.00 Amount $4,800.00 $4,800.00 SUGARMAN & SUSSKIND PROFESSIONAL ASSOCIATION ATTORNEYS AT LAW Robert A. Sugarman Howard S. Susskind David E. Robinson Kenneth R. Harrison, Sr. D. Marcus Braswell, Jr. Pedro A. Herrera 100 Miracle Mile Suite 300 Coral Gables, Florida 33134 (305) 529 -2801 Broward 763 -2566 Toll Free 1- 800 - 329 -2122 Facsimile (305) 447 -8115 June 5, 2007 City of South Miami 6130 Sunset Drive South Miami, FL 33143 CURRENT FEES: 0.00 CURRENT COSTS: 0.00 PREVIOUS BALANCE: 5,400.00 PAYMENTS RECEIVED: 0.00 TOTAL AMOUNT DUE: 5,400.00 Sugarman & Susskind P.A. 2801 Ponce de Leon Boulevard Suite 750 Coral Gables, Florida 33134 Telephone: (305) 529 -2801 Fax: (305) 447 -8115 City of South Miami 6130 Sunset Drive South Miami, FL 33143 January 17, 2007 Client:Matter SMIA:MEET In Reference To: MEETINGS Professional Services Rendered thru October 31, 2006: . Hrs/Rate Amount 10/0212006 Prepare for meeting • 0.50 150.00 300.00/hr For professional services rendered 0.50 $150.00 Client:Matter SMIA:PENS In Reference To: Pension Plan Professional Services 10/02/2006 Review, research and respond e-mail city attorney reference ordinance amendment board make up date change m 10/03/2006 Review and respond e-mail city attorney reference ordinance amendment X_ S e e- a i'L, Attend city commission meeting reference ordinance amendment 10/05/2006 Review, research and revise proposed ordinance amendment reference compliance with collective bargaining agreements and Telephone conference with actuary 10/10/2006 Review and respond e-mail client reference revisions to ordinance amendment 10/12/2006 Research and revised proposed ordinance amendment reference compliance with collective bargaining agreements 0/13/2006 /Review and revised proposed ordinance amendment reference collective bargaining agreement and Telephone conference with actuary Teem r a� fv" 0011-112'00& . Hrs/Rate Amount 1.00 300.00 300.00/hr 0.50 150.00 300.00/hr 0.50 150.00 300.00/hr 3.00 900.00 300.00/hr 0.50 150.00 300.00/hr 4.00 1,200.00 300.00/hr 3.00 900.00 300.00/hr 10/17/2006 Attend meeting city commission reference ordinancJ �2.`, {, r.. e amendme(rm l' reading 10/19/2006 Telephone conference with client reference Merrick 10/31/2006 Review, revise and respond e-mail reference memo to emWoveC1%.----' For professional services rendered CURRENT FEES: CURRENT COSTS: PREVIOUS BALANCE: PAYMENTS RECEIVED: TOTAL AMOUNT DUE: $4,800.00 $ 0.00 $ 0.00 $ $4,:,410.0 I 300.00/hr 0.50 300.00/hr 1.50 300,00/hr 15.50 300.00 150.00 450.00 --- -------- $4,650.00 Sugarman & Susskind 2501 Ponce de Leon Boulevard Suite 750 Coral Gables, Florida 33134 Telephone: 305-529-2801 Fax: 305 -447 -8115 City of South Miami 6130 Sunset Drive South Miami FL 33143 Client:Matter SMIA:MEET In Reference To: Meetings Professional Services its 1/18/2007 Attend meeting reference invoices and retainer For professional services rendered Previous balance Balance due Client:Matter SMIA:PENS In Reference To: Pension Plan �S Previous balance Balance due 1qOO, ID February 01, 201 Invoice #46855 Hrs /Rate Amount 0.50 150.00 300.00 /hr 0.50 $150.00 $2,175.00 $2,325.00 Amount $6,150.00 $6,150.00 SUGARMAN & SUSSKIND PROFESSIONAL ASSOCIATION ATTORNEYS AT LAW Robert A. Sugarman Howard S. Susskind David E. Robinson Kenneth R. Harrison„ Sr. D. Marcus Braswell, Jr. Pedro A. Herrera February 5, 2007 City of South Miami 6130 Sunset Drive South Miami, FL 33143 CURRENT FEES: CURRENT COSTS: PREVIOUS BALANCE: PAYMENTS RECEIVED: TOTAL AMOUNT DUE: 150.00 0.00 8,47 ►.00 0.00 $,625.00 Two Datran Center, Suite 1129 9130 South Dadeland Boulevard Miami, Florida 33156 (305) 529 -2801 Broward 763 -2566 Toll Free 1 -B00- 329 -2121 Facsimile (305) 447 -811 60j io"'p �A..; I SUGARMAN & SUSSKINID PROFESSIONAL ASSOCIATION ATTORNEYS AT LAW Robert A. Sugarman Two Datran Center, Suite 1129 Howard S. Susskind 9130 South Dadeland Boulevard David E. Robinson Miami, Florida 33156 Kenneth R. Harrison, Sr. (305) 529 -2801 D. Marcus Braswell, Jr. Broward 763 -2566 Pedro A. Herrera Toil Free 1 -800- 329 -2122 Facslm a (305) 447 -8115 March 5, 2007 City of South Miami 6130 Sunset Drive�;,��� f�'dF South Miami, FL 33143 CURRENT FEES: 300.00 CURRENT COSTS: 0.00 PREVIOUS BALANCE: 8,625.00 . PAYMENTS RECEIVED: 3,525.00= ck#0559 TOTAL AMOUNT DUE: 5,400.00 Sugarman & Susskind Two Datran Center, Suite 1129 9130 South Dadeland Boulevard Miami, Florida 33156 Telephone: 305.-529 -2801 Fax: 305- 447 -8115 City of South Miami 6130 Sunset Drive South Miami FL 33143 Client:Matter SMIAWEET In Reference To: Meetings March 05, 200 Invoice #47332 b� --�- P ofess onal Service, e cjt�xche (I }', ~ HrslRate Amount °2/6/2007 Attend meeting and travel 0.50 150.00 300.OQ /hr Attend meeting 0.50 150.00 300.00 /hr For professional services rendered 1.00 $300.00 4 Previous balance .$2,325.00 2/26/2007 Payment - Thank You. Check No. 055974 ($1,725.00) 2/26/2007 Payment - Thank You. Check No. 055974 ($150.00) 2/26/2007 Payment - Thank You. Check No. 055974 ($150.00) Total payments and adjustments ($2,025.00) Balance due $600.00 Client:Matter SMIA:PENS In Reference To: Pension Plan City of South Miami Previous balance 2/26/2007 Payment - Thank You. Check No. 055974 Total payments and adjustments Balance due Page 2 Amount $6,150.00 1'($1,500.00) ($1,500.00) 4�4,nnu.uu SUGARMAN &•SUSSK(NiD PROFESSIONAL ASSOCIATION ATTORNEYS AT LAW Robert A. Sugarman* 2801 Ponce De Leon Boulevard Howard S. Susskind Suite 750 David E. Robinson Coral Gables, Florlda 33134 Kenneth R. Harrison, Sr. '%"� (305) 524 -2801 D. Marcus Braswell, Jr. ; *N Broward 327 -2878 George S. Aude V Toll Free 1 -600 329 -2122 Charles A. Gibson r Facsimile (305) 447 -8115 *Board Certified Labor & Employment Lawyer Sip t 6 200 August 7, 2002 &j: '()1jR 6'3 Board of Trustees City ol" South Miami Pension Funds c/o Ms. Jeanette Navarro, Human Resources 6130 Sunset Drive South Miami, Florida 33143 Re: City of South Miami Pension Funds Dear Trustees: Thank you for retaining our firm. We look forward to working with you for the benefit of the ]Pension Funds, the trustees and the participants and beneficiaries This is to confirm the terms of our retainer agreement. The following services will be provided for a monthly retainer of $1,250.00, commencing August 1, 2002. This fee . arrangement shall remain in effect through 2004, at which time the Retainer Agreement may be reviewed and the fee adjusted accordingly, although you have the' right to discharge us as your attorneys at any time The services included under the retainer arrangement are as follows: • Attendance at all quarterly meetings of the Boards of Trustees; • Research and preparation of Special Reports and educational workshops conderning new laws or case decisions; • Drafting of Amendments to Pension Ordinance; • Drafting of Policy Statements or Procedures • Advise on compliance with relevant Florida Statutm including but not limited to, Chapters 112 and 185, Florida Sunshine Laws and Public Records Acts; • Participation in negotiations with service providers and• drafting or amending service provider agreements; Board of Trustees City of South Miami Pension Funds August 7, 2002 Page 2 • Provision of written and verbal general legal opinions to the Boards of Trustees regarding Plan and statutory interpretations (including telephone advice); • Legal opinions and correspondence regarding Qualified Domestic Relations Orders and Income Deduction Orders; • All office work connected with informal and formal disability claim proceedings; • All services in connection with collection of subrogation claims, excluding litigation; • Correspondence with members' attorneys, regulatory agencies, city, vendors and others; • Photocopying not in connection with litigation, • Consultation with and review of work of special counsel (such as securities fraud lawyers) as may be retained by the boards of trustees; and • Reviewing Summary Plan Description updates. Under the proposed monthly arrangement the following are excluded and will be billed at the discounted hourly rate of $200.00: • Legal fees and costs associated with lawsuits or regulatory proceedings brought by or against the Trust Fund; • Out -of -office work on disability proceedings (doctors' depositions and special trustee meetings); • Legal services and costs in connection with Division of Retirement, Internal Revenue Service and other regulatory agency audits, investigations and proceedings; • Legal services and costs in connection with mergers, consolidations, or termination, and • Special projects of a significant aiad non;routine nature authorized by the Trustees which would include substantial rewriting or revisions of ordinance, creation of new benefit programs (such as health insurance subsidy trust fund), MS Determinations and associated out -of- pocket expenses. 'We also bill for out -of- pocket costs, -such as photocopying, computerized legal research, special postage (such as certified mail), long distance. telephone, travel expenses outside South Florida, filing fees, court reporter's fees and word processing. Board of Trustees City of South NEami Pension Funds August 7, 2002 Page :t Our bills are rendered monthly by our computerized billing system. To indicate your agreement to this, please sign the two original copies of this letter below and return one copy to me. WE EMREBY AGREE to the terms and conditions set firth in the aforementioned fee arrangement. CITY OF SOUTH MTA1Vii PENSION FUNDS r Date:_ $ " 2 ^ 41-, Pri RA.S /jd Q:1LSAe1ARTNRIE.p9=mtAF ..nt LtC