Title
Consider Appropriating Funds and Approving Ordinance Codification for Supplement #16
Summary
DESCRIPTION OF TOPIC: (who, what, when, where, why, and how much)
The Council approved $5,000 in the Legal Publishing account for codificating Supplement #16 in the FY14 budget and $2,000 for OrdLink. The codifications are from 2011 through 14-1000. The cost of just the codification is $7895.
Municode is reformatting the Codes from 6x9" to a normal letter size page that is 8.5" x 11". We already budget for the online subscription in the amount of $700 that is not included in the contract. I am requesting the State Law Reference footnotes be included as they are now but they need to be updated since they haven't been updated in many years and the cost is $750. Also please consider the OrdLink/OrdBank option. This option allows MUNICode to publish the ordinances online prior to supplement publications. So if any of the Departments have codes that change they can look them up online within 48 hours of the City submitting the new ordinance to them and the general public will also have the same information. OrdLink highlights the changes in the City's Code so that anyone looking at the Code can tell there have been updates and will provide a link to the full ordinance that documented the changes. There is a $60 charge per ordinance that would begin after the reformatting has been completed. These would include only ordinances that change the code. For example, Fire Codes, City Codes, etc. Ordinances such as annexations would not be published. The City would be billed for the charge only at the time of the next supplement. I've requested the City be put on a reminder list bi-annually to keep expenses down and to ensure the supplements are done in a timely manner. Once the ordinances have been submitted to MuniCode and the bi-annual time for updating the Code book is near they will call to remind us and send us a quote for Supplement #1, etc The base cost of reformatting is $8250 and with the add on's (one permanent binder $54 with one set of divider tabs $25 plus the State Law update $750) the total cost would be $9029.
I am requesting Council to consider the reformatted version instead of the codification. The new process will allow us to implement the changes after the ordinances have been published. Only the paper copy will be updated bi-annually. We can set these times up so that they fall October 1 and April 1. The difference in the cost of the budgeted amount for reformatting is $1184. Based on the difference between the codification and the reformatting I would choose the reformatting with the legal updates. The cost does not cover graphics and tabular matter and the additional cost is $10 per table or graphic. I do know that the Zoning ordinance has tabular data. If the Council chooses the reformatting option I would recommend using both the $5,000 and $2,000 aldready budgeted and then an appropriation of $3,000 to cover the remaining balance. I'm not sure how many tables there are in the code
SOURCE OF FUNDING:
Please provide the amount requested: $10,000
Is this a budgeted item? Yes partially
Please provide the budgeted amount: $_7,000 Account No. 01-620-3120 $5,000 codification $2,000 OrdLink
If budgeted, is this a capital purchase, capital project, or special fund? _________________________
Was this item included in the Fiscal Year Capital Projects Plan? Yes/No
If yes, please provide the amount included in Capital Projects Plan: $___________
Body
WHEREAS, from time to time the City of Foley must update the City's code book, and
WHEREAS, Municode has submitted a quote for codification for Supplement #16 in the amount of $7895, that is already budgeted in the amount of $5,000 and $2,000 for OrdLink under Account No. 01-620-3120, and
WHEREAS, Municode has also submitted a quote for reformatting the City of Foley's Code of Ordinances in the amount of $8250, which does not include shipping, legal updates, binders and divider tabs and graphics and tabular matter.
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Foley, Alabama, as follows:
SECTION 1: Appropriates $3,000 for reformatting the City of Foley Code of Ordinances and amends Account 01-620-3120.
SECTION 2: Approves the expenditure up to $10,000 for the reformatting of the Code of Ordinances under Account No. 01-620-3120 payable to Municipal Code Corporation.
SECTION 2: This Resolution shall become effective immediately upon its adoption as required by law.