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HomeMy Public PortalAbout18-9521 Authorizing Vice Mayor Kelley to Negotiate Amendment to the City Attorney Retainer Agrement and the CRA Sponsored by: Vice Mayor Kelley RESOLUTION NO. 18-9521 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA,AUTHORIZING VICE-MAYOR KELLY TO NEGOTIATE AMENDMENTS TO THE CITY ATTORNEY'S RETAINER AGREEMENT AND COMMUNITY REDEVELOPMENT AGENCY RETAINER AGREEMENT AS RECOMMENDED BY THE CHIEF INSPECTOR GENERAL IN HIS JUNE 20, 2018 REPORT; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Chief Inspector General stated he does not believe the City Attorney's Retainer Agreement and the Community Redevelopment Agency ("CRA") Retainer Agreement clearly state the scope of services or contain terms related to ownership of work product, records subject to Chapter 119, access to records, related to City of Opa- locka ("City") matters, audits and inspection or include a section addressing prohibition of severance if City Attorney is terminated for misconduct, as defined in Section 443.036 (29), Florida Statutes; and WHEREAS, the Chief Inspector General recommends amending the Retainer Agreements to clarify the terms of the Agreements and include guidance on various issues that are not addressed in the current agreements; and WHEREAS, the City Commision finds that it is in the best interest of the City to clarify terms and address issues in the City Attorney Retainer Agreement and the CRA Retainer Agreement as set forth by Inpector General Eric W. Miller's June 20, 2018 letter. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA LOCKA, FLORIDA: Section 1. RECITALS ADOPTED. The recitals to the preamble herein are incorporated by reference. Section 2.AUTHORIZATION The City Commission hereby authorizes Vice-Mayor Kelly to negotiate amendments to the City Attorney's Retainer Agreement and the Community Redevelopment Agency ("CRA") Retainer Agreement by clarifying the Scope of Services and by adding terms to address ownership of work product, records subject to Chapter 119, access to records, related to City of Opa-locka ("City") matters, for audits and inspection and prohibition of severance if City Attorney is terminated for misconduct, as defined in Section 443.036 (29), Florida Statutes. The final amended contract will be presented to the City Commission for approval. Resolution No. 18-9521 Section 3. SCRIVENER'S ERRORS. Sections of this Resolution may be renumbered or re-lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of public hearing, by filing a corrected copy of same with the City Clerk. Section 4. EFFECTIVE DATE. This Resolution shall take effect immediately upon adoption and is subject to the approval of the Governor or his designee. PASSED AND ADOPTED this 25th day of July, 2018. yra L. Taylor Mayor Attest to: Approved as to form and legal sufficiency: i Joal a Flores THE BROWN LAW GROUP, LLC City Clerk City Attorney Moved by: VICE MAYOR KELLEY Seconded by: COMMISSIONER PIGATT Commissioner Vote: 4-1 Commissioner Holmes: NO Commissioner Riley: YES Commissioner Pigatt: YES Vice Mayor Kelley: YES Mayor Taylor: YES STALEC: FIO«tUA ,` mss , ' � c�,f�)COL x. ,4 Ti t.L/ A t E.FLt k )A:33r - tf www.flgov.com lack.SCOTT 850-00-7146 GOVERNOR 850-4237-0801 fax June 25, 2018 Mr.Andrew Collins Interim Chairman Financial Emergency Board for EO 16-135 C/O CareerSource Florida PO Box 13179 Tallahassee, FL 32317 Re: Report of Governor's Designee to Financial Emergency Board for E0 16-135 Dear Chairman Collins: Please accept this written report of activity by my office since the April 18, 2018 meeting of the Financial Emergency Board (FE Board). This report details the invoices,emergency expenditures, resolutions and ordinances approved by my office. This report also summarizes the complaints received by my office related to the City of Opa-locka and the related disposition or referral of such complaints. Incorporated into this report(as an attachment) is the review of the City of Opa-locka's legal services and legal billings. Invoices Two sets of invoices(a set constituting General Fund and Enterprise Fund expenditures for a particular time period)were reviewed during this reporting period. The first set of invoices was submitted to the Designee on May 15, 2018; approved on May 17, 2018;and returned on May 17, 2018.The second set of invoices was submitted to the Designee on June 19, 2018; approved on June 21, 2018; and returned on June 21,2018. Since the Board meeting of April 2018, regular invoices,those involving non-expedited emergency expenditure requests,totaled 348 in number and related to the proposed expenditure of$2,056,362.85. Of these invoices,only 18 (for a total of$318,902.99)were disapproved. Those invoices that were denied are subject to additional review, and may be subsequently approved if they are resubmitted with sufficient background to support the expense. Attachment A details these invoices and their approval or disapproval dates. Emergency Expenditures Since the Board meeting of April 2018, expedited emergency expenditure requests totaled 14 in number and related to the proposed expenditure of$71,507.68. All fourteen emergency expenditure requests were approved in this reporting period. Details of the expedited emergency expenditure requests are included in Attachment B. June 25,2018 Page 2 of 3 Resolutions and Ordinances Since the April 2018 FE Board meeting, 27 resolutions have been reviewed or analyzed. Additionally, 6 ordinances were presented for review in this reporting period. As you know,the resolutions and ordinances passed by the Opa-locka City Commission are examined to identify any"financial or contractual obligations that are not specifically authorized by the Annual Budget or [the State and Local Agreement of Cooperation Between the Governor and the City of Opa-! cka]or which are inconsistent with the [Financial Recovery Plan]," as specified at Section 7 of the Agreement. Resolutions and ordinances are also examined by my office to determine what action is necessary to "resolve the financial emergency," as specified at Section 9 of the State and Local Agreement of Cooperation Between the Governor and the City of Opa-locka. Of these 27 resolutions, 25 were approved and two were considered moot.All 6 ordinances were approved. Details of the proposed resolutions are included in Attachment C. Complaints Three complaints were received by the Board or the Governor's Designee since the April 2018 FE Board meeting. These complaints are detailed in Attachment D, along with the disposition or referral status of such complaints. Additional Comments and Message to Chairman Mr. Ronald Atkins, Certified Public Accountant and Director of Audit for the Office of the Chief inspector General, completed the retrospective review of legal service billings by Opa-locka's City Attorney. This review disclosed that weaknesses and omissions in the City Attorney Retainer Agreement and the Community Redevelopment Agency(CRA) Retainer Agreement could lead to disagreements between the City and its contracted law firm and result in unintended additional costs and liabilities for the City.Additionally,the review found that the City Attorney Retainer Agreement and the CRA Retainer Agreement do not clearly state the scope of services.The report completed by Mr. Atkins includes a recommendation that the City amend the City Attorney Retainer Agreement and the CRA Retainer Agreement to clarify the terms of the agreements and includes guidance on various issues that are not addressed in the current agreements. The review's report also contained a recommendation that the City strengthen Its procedures and processes for reviewing legal services invoices before payment to ensure that amounts and services billed are in accordance with contractual agreements. The full report is included under Attachment E and includes written comments from Mr. Vincent Brown,the City's contracted attorney. Regarding another matter, a dominant concern that continues to exist involves City revenues being reduced by the Joint Legislative Auditing Committee's(JIAC) enforcement action. Due to JLAC's enforcement action related to the City's delinquent financial reporting, sufficient funds may not be available to meet budgeted obligations though September 30, 2018. In review of the revenue and expense data currently available, it is clear that the City needs to draft an amendment to the 2017-18 Approved Operating Budget to account for withheld revenues, unanticipated spending,the hiring of new personnel,and spending in excess of the budgeted line items. My office has recommended that the City forward a proposed budget amendment June 25, 2018 Page 3 of 3 to the FE Board and the Designee as soon as possible to address the withheld revenue and necessary spending reductions and modifications to balance the FY 2017-18 Budget. As mentioned at the last FE Board meeting, the City will soon forward its preliminarily approved 2018-19 budget to the FE Board and the Governor's Designee. In accordance with the State and Local Agreement of Cooperation Between the Governor and the City of Opa-locka,the City is required to submit to the Governor by August 1„2018, the City's proposed Annual Budget as preliminarily approved by the Mayor and City Commission. Within 20 days of receiving the Approved Budget from the City, my office will work with the City to address and incorporate changes directed by the Governor or his Designee. As you know,the City is required to include in its final budget for FY 2018-19 those changes directed by the Governor within 30 days of receiving notification of the required changes. Without additional substantive information to report, please convey my appreciation to the FF Board members and the City of Opa-locka for their efforts in improving the City's financial condition. The recent appointment of Interim City Manager Newall Daughtrey has resulted in continued close cooperation and coordination between the State of Florida and the City,with no adverse impact on the City's progress discernible from this end. Respectfully, Ka fix Eric W. Miller Chief Inspector General Governor's Designee for EO 16-135 Attachments cc: Mayor Myra Taylor Board Member J.D. Patterson,Jr. Vice Mayor Joseph L. Kelley Board Member Frank Rollason Commissioner Timothy Holmes Board Member Marie C. Walker Commissioner Matthew Pigatt Board Member Christian Weiss Commissioner John Riley Mr. Vince Brown, City Attorney Board Member Angela Knecht Mr. Newall Daughtrey, Interim City Board Member Kim Mills Manager Board Member Vernita Nelson Attachment A Invoice Track: Submitted date: - ; Approved date: 0 2 /. Returned date: „ Total Items: L k Proposed$$: U 2 IS Fi. 13 _a LL 0 S '5 E i E m In o 8 e 0 -0 9 , Z ti 11 re 1 i 1 2 .; is a I .12 = a m W 1 '6 •St. Ce -a go GO cO GO GO oa 0 E 6 zs 3 a E 3 - 5 ,... 8 1 8 8 A .54g. S 8 re 8 8 9 9 'V. 3 z k g g i 8 10 • -8 1 VP..: 0 7,3 2 C''.73 CO V 'Ci 4. CI 4- e- '''' ct re 0 0 -J ul U.I rII in ti ..J CC ta o 5 I- 0 IA 0 to < co tli w w 0 e w E U.1= ]LU 8 w 0 0 2 w >_ . ›... re O ce ix 0 cn 0 fel < .,J ,ill re ...7 w ...1 w GL. 3 z z z z _1 2 — z tj g z oi 51 -u 2 L2-0 0-A 0 x 0 Er 0 0 z - CC CZ 0 re ...z 20 c)Z 0 Z 8 6 6 ir 2 . 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[C• .,V IY N, W 1� W MW ' S N nl . 0N W 0 N M ,a, ,mwe`�'i X6-1 ,t,,:2 R r�V j y Q u}4 f C 1 8 V .A Q▪ 0 N Q N -, 0 - -.5.',21 tit• 0 ffi 0 s 0 .`ie 0 88 c a z a a w 4C4 t ,D iA O C iQ N a M * z i z z N " O z z z i r. t, 2 0,0 z LAJ 0 0 . -- m mm m m k: 1— 1 n m J, m m 1 Attachment B s Wan , glelp-s 31111111 E V u u 0 0 v u I I I 2 g oc I 2 if tt 1 1p IX V re co CO 00 1 CO 00 1 .. P d b G a < �� �in < < t 8 Q C N t 4�i W N.s p W .+ z IY tp l� k � 1� W m 5 rn WK NQ K N 8 c �, Q, , (A rl $cc @@ g ,s y -fi 0t IU W W '' 2 2c.' wi4r W m O ap V : 176 V A 51 N in '� t 3 ii la °W R i s t N - i4 12z,ii a # Sp4° fA4 U�N .. .G§. Q ON CO 0 d g g <td 4 �n of 10 07 M i o1x h G� t .6 e3*Lo 6 Is ——p- 1x Vs 1 § 2 M 4,M QQQC 2 K I to v x 3 Fw v C d � O v o.: H� .s,c l C '0 v N � 8i tox i illgggi3 0 C1 V v 9 o 1 i i 1 .1 $ 1 rc rc a e CO m CO i e 4 �pp spry V V ~ GO O A N 1b ti CA V CI '_ U t ry n V V N�o N V t!.... '''','''/ ® ttl m Al *1 E x 2 �' �C Iynj; N p��N W CS� 4 6R �� 'I Q& {1I C a 3 PH e N w j ?2 . � � , , 41; 11 ai K n u'31' q FL- g H F Cq p W <O c i a 14.6.7 �i O raj T333•o ^ 'rte " w cm gig H ° 'yyg W N v r o 0 o U U U () 3 r I 1 Cr ii m m ,a co_ H m cl,Za < ,° i .. 5 ��pp N �qp v , 0i V I. C\ U w A,'d yq N m G O A G t D O ® mE �s m sa TiV� w m �g m � QW c'i 6 ¢. QE z F. I O G UJ m 10 d tp �j q O h..= kT' 6633 ' W E 6 -1 w e . °y,Soa1° m °y D w 040 (yy//� 2 °2 "12# z W N Cas- OD i W� lEim C . . 7y Tg la §) .g$ m c 2 c4 5 El M t i j d 1' N W f7 �O a f ig: N rr m te W �OO 0 - i 07 co 0. ; ~fr LI_N Attachment C -11W CAPITOL. 'rh1.1.Ai ASS1=L 1-1(+;:H)A323't9-riaEl ,t s .24)1r -71 (iOVFP!s'10!> h_.0-`i'i_f!i-Qi -,}' May 2, 2018 Newall Daughtrey, Interim City Manager City of Opa-locka City Hall, 780 Fisherman Street Opa-locka, FL 33054 Re:Outstanding Resolutions and Ordinances Dear Mr. Daughtrey: I have reviewed the following resolutions and ordinances and determined that they have no fiscal impact requiring further analysis,therefore, please consider them approved: z eEitfi 513 : I ei,ret I a K'a & 174 d4 1 k `....... I 01 eso Est s)€1 1 3 P1 V k)lh ii e rf �n i ..,s-,1. +}. .:;01,7, .4r(iii csES.a. 1%'H d is F - ' P .. '- H f . .1��. 1, �.1r}.IFE1,�16i'£'s+ i ,�a�."[C:K _. i[? _'� E M; I have reviewed the following resolutions and determined that they may have an immediate or future fiscal impact.Such impacts have been analyzed and the related resolutions approved: r'i%.ct1,i ,1r, 'tiara kiuml t { optic ', (°� 1 t:flwrilcl 28 201.8, I $ f,ot f f . 1 I `. tian k. of RFT to n ter rF s ii115: I €eta iK ion 18-9469 i 3 r€�,,vti I avw Group, € � r<=�rt��� ?�3 x';21 s 3 �, .L�'�r, rc� >v er {{pp � ., _ E t`LfF v ! f5 March bi r?$ 2012 1 RQ.5 i 001,1 8 9:120 Retains € A$rei 1'mit`nt,yEiil law iRRKS 13 +0 zb'.�art )u1 3 11,estl l+t on ( 18 94/1 ,1iar El.s ade Wafer& r J t 'A,rE? 1.(,n 13-2 ,:itch 28, ,'01 8 _ k $ 4.�r, i Y8 9 E , ) Iste4 of funds 10 p y + 0 1 %,1�?E4.i, 5, ..•_..lc 1 r(.0,,t iii(,:?t) ri._:4,'7 ,..11G:`tf:i`of fort 1cr "r j+ �fi E I � R? !toy ,'r fca r.It ti ia_ C t "- ' I y C-�..rT )3a ( �'_IILtiC1Fi ° 1! �Sl 'i_€ fYc, ;01,1 21«:,i,ir)p r ,1i, ' r I EI.1,,i3„ `.t) lt1 oil 1L 91.136 I is+?fldini Da do f `t € of eora' j .,1st � + -2 t ) ,"1,-.. May 2, 21118 Page 2o( 2 I have revievvc-J the following reso|o,ionand deter-wined / low, at this point, os dosu/e has been effpr|ed in; to Financial Emergency Board or Inrior's Ue.i8ope app/ova| -1 - T- - ------ -- -- - -- --- ^ _ _ � __- -2 /i you have aily questions or concerns, please contact my office. Respectfully, ' - - KY21\* Chief Inspector General Governor's Designee for E016-135 cc: Mayor Myra Taylor Vice Mayor Joseph L Kelley Commissioner Timothy Holmes Commissioner Matthew Pigatt Commissioner John RUey Interim Board Chair Andrew R. Collins Board Member Angela Knecht Board Member Kim Mills Board Member Vernita Nelson Board K4enmber].D. Patterson, Jr. Board Member Frank Rollason Board Member Marie C. Walker Board Member Christian Weiss :APO k .* nmmm ' , � �, n,[C,' 'Jn/ ' ' a m/�a`m:a,t:,;|/'^ou��,p*v, v`xv,nT'^nn^ wCxxqvz/ `::/^-4«V-7)/^ mviflimw w,w"7-v''V �.x June /i2Q18 Newall Daughtrey Interim City Manager City of Opa-locka City }-faIl, 780 Fisherman Street Opa-locka, FL 33054 Re:Outstanding Resolutions and Ordinances Dear Mr. Daughtrey: I have reviewed the following resolutions and ordinances and determined that they have no fiscal impact requiring further analysis, therefore, please consider them approved: ' A�e�d�����t� �&em: Wum\her V��� - ^otw - • __ ',,,pi!I Ne�uiuiim'� 18'9489 N1iaio,u/n |!ousx/� s�anaoj� 4 ^ l �rU�5, �biQ C�6mance 18 02 &n"en6hngOr�xc� 1S-Z5 | 4 l � / /yirU2b �Ul.8 1 Chd ;•!aoce | 18{� 0es\gnabn8Dav}d Giant jt|eeL 4 ^ 1 i —| — \ May 9\ Z01O �,�mance �°'u 4 xazoo �pmpel tyutu:,::15 a b uriam� K1aV8, 2018 Resolution 18-9,19P,18'9�9] ]e/emy �&1msbuak�aM/is' �i1eP|an ~ ;4ay �� �013 | R�=m(m§m/ ( 18 949:.;'„ Deuc�upmeoiof�a"J�amksGoxrr�in� 4 ^O . . '� I have reviewed the following resolutions and determined that they may have an immediate or future fiscal impact. Such impacts have been analyzed and the related resolutions approved: '~~ ~ Votes I .Apill 25, 2018 ,��o/w,mx 5-O I May 9, 2018 nemomoun Al. | 5-O | | �'�y9, 2L8 �e�o'umw' 4 -0 i 4 ^[ 1 Resolution Nev/o« /, uauk,a| ey`� ��,m,. � / ��s E1 - 5 ayl�, 2618 Resolution ��P 1o/ m��x!enance �� �ah*,n� �,c. 6 0 ^ /--'-- ' i U��y2i 2UI� Resolution i 18 9497 I �0JE aecrm�/�ou� P � i 4 Q � '----- --- ' --��� ---- ' ' ' - / Resolution 18-9497 has been approved,despite past objections, since the procurement issues and administrative consequences have been addressed and recognized by the City Commission �oosv, zVl8 Jcd2 in an open forum. Furthermore, Resolution 18-9497 has been approved in recognition of the ,._ornpleted work performed by the vendor to date, the value of Uwe worts still to he performed undei the contract, and baced upon tlw need to trmFly comply with FEMA /egu|atiooson submitting qualifying iw/xnbuweman| /equesis. � have reviewed the foHowing resolution and determined that it is moot: ] ` � If you have any ques ions or concerns, please contact my office. Respectfully, Eric W. Miller Chief Inspector General Governor's Designee for BO16-135 cc: Mayor Myra Taylor Vice Mayor Joseph L. Kelley Commissioner Timothy Holmes Commissioner Matthew Pigatt Commissioner John Riley Interim Board Chair Andrew R.Collins Board Member Angela Knecht Board Member Kim Mills Board K4ennberVernita Nelson Board Member ID. Patterson, Jr. Board Member Frank Rollasoni Board Member Marie C. Walker Board Member Christian Weiss fit srA.e OF>IX R .r (Din te Of the 00bettlat T fI CAriToL TALLAIiA E ol?11)1,323Q9•0001 www.11gov_coin RICK SCOTT 850-488-7146 X50-07-0801 fax June 25, 2018 Newell Daughtrey, Interim City Manager City of Opa-locka City Hall,780 Fisherman Street Opa-locka, FL 33054 Re:Outstanding Resolutions and Ordinances Dear Mr. Daughtrey: I have reviewed the following resolution and determined that it does not have a fiscal impact requiring further analysis,therefore, please consider it approved: Meeting Date Item Number Topic Votes June 13, 2018 Resolution 18-9501 Establishing a seating arrangement 5-0 have reviewed the following resolutions and ordinances and determined that they may have an immediate or future fiscal impact. Such impacts have been analyzed and the related resolutions and ordinances approved: Meeting Date Item Number Topic Votes _ June 13,2018 Resolution 18-9499 300 Engineering Group, P.A. 5-0 June 13,2018 Resolution 18-9500 Extension to agreement LP13036 5-0 June 13,2018 Resolution 18-9502 Hiring Detra Shaw-Wilder 5- 0 June 13, 2018 Ordinance 18-05 Amending Chapter 19 5- 0 June 13, 2018 Ordinance 18-06 Amending Chapter 2,Article Xi, Div.V 3- 2 If you have any questions or concerns, please contact my office. Respectfully, FC. Eric W. Miller Chief Inspector General Governor's Designee for EO 16-135 June 25, 2018 Page 2 of 2 cc: Mayor Myra Taylor Vice Mayor Joseph L. Kelley Commissioner Timothy Holmes Commissioner Matthew Pigatt Commissioner John Riley Interim Board Chair Andrew R. Collins Board Member Angela Knecht Board Member Kim Mills Board Member Vernita Nelson Board Member J.D.Patterson,Jr. Board Member Frank Rollason Board Member Marie C. Walker Board Member Christian Weiss Attachment D 1 72 V ''2 G d H O o m - A G z LL A € o s a v m Q ¢ = 3 O .E. c s ,.o c A E 0 �' .S wa . F o 14 v$ a « N. a u N s l u p m 3 � _v N ° c I:3 u E m -u p �nq A U QJ W « 4 'n 1 « � a a s O � -� `o 'ye" 8-g � � r C g F we a .n „ A cx .° a b y r e o E ° l L I E i 0 m t -- " 01 °N c o Z- y E °� 9, 0 1- 4 g 1 La' F L a t O V u m 1' m .3 .. c 4, 12 .5 ,$ . o x c - 'Q « u.; HH « C E �°„ F m e a� C i gi LL « U '�' 6 ~ v. .v. t 1 g 8 ° < -* t M}/ w m "c e. c g '� E d o o H 4 2 c Y ' t '3. soi t t 3 gpp m u n v 'u H d m E F$ y7 T 0, W u y i 4 ` i ill ° !C U b m N v a �y C an O c.cQ 4 in Z z W S 13 a a < ggz z z 0o m CD 4 g v 4 01 4 N III to 9 o a Attachment E 1IVE OFFICE OF H d� EXEC 4 I /� ,".l. r+Fn". !.1 "7• 07 fi';',6'',41,r'$ s {" 1 `• A ' - ;any s's .107::,.,.._t 1°r - r :c y r 4 .III . ,t,4)A r:?::"'---. .w* C.,.1 —^ z � - :. -"�-�- --.� � rte_ €:47/C: ';:' t'r,• .!>'.. ii"'�/I�. r+ JY N. ry qi • OFFICE OF THE CHIEF INSPECTOR GENERAL ,,, s„,- .w , mss_ <. �t?s ,e .,,,,,,,,,,„unh, ,a ,4..,, Review of City of Opa-locka Legal Services REPORT NUMBER R 17118.002 JUNE 20, 2018 June 12, 2018 I- el ort No. R. 17/18-002 TABLE OF CONTENTS EXECUTIVE SUMMARY 2 BACKGROUND 3 OBJECTIVES, SCOPE, AND METHODOLOGY 4 RESULTS OF REVIEW. S FINDINGS AND RECOMMENDATIONS 10 RESPONSE FROM THE BROWN LAW GROUP, LLP 11 ENGAGEMENT TEAM AND STATEMENT OF ACCORDANCE 12 ACKNOWLEDGEMENTS 12 EXHIBIT 1: RESPONSE FROM THE BROWN LAW GROUP, LLC 13 1 June 2u, 2018 Report No. 1't/18 002 EXECUTIVE SUMMARY Pursuant to Section 14.32,1 Florida Statutes (F.S.), and the State and Local Agreement of Cooperation Between the Governor and the City of Opa-locka (City),2 this review of the City's legal services was initiated by the Executive Office of the Governor (EOG) Chief Inspector General (CIG). This review was based on concerns about charges for legal services expressed by City Commissioners at the November 8, 2017 City Commission meeting. This report presents the results of that review. Our review disclosed that weaknesses and omissions in the City Attorney Retainer Agreement and the Community Redevelopment Agency(CRA) Retainer Agreement could lead to disagreements between the City and the law firm and result in unintended additional costs and liabilities for the City. The City Attorney Retainer Agreement and the CRA Retainer Agreement do not clearly state the scope of services. The City Attorney Retainer Agreement uses undefined terms, such as, "providing legal advice expected of a City Attorney" and "outside the scope typically expected of a City Attorney."There is not a clear definition in the City Attorney Retainer Agreement of what is expected of a City Attorney. The CRA Retainer Agreement defines legal services as "all services that have been performed by prior CRA attorneys;" however, the City was not able to locate or provide copies of prior CRA attorney agreements to document what services had been performed by prior CRA attorneys. Key terms and guidance were also omitted from the City Attorney Retainer Agreement and the CRA Retainer Agreement, including ownership of work products, records subject to Chapter 119, Public Records, and access to records for audits and inspection related to City matters. We recommend the City amend the City Attorney Retainer Agreement and the CRA Retainer Agreement to clarify the terms of the agreements and include guidance on various issues that are not addressed in the current agreements. We also noted that more thorough review of legal services invoices prior to payment is needed to strengthen controls to ensure that billing errors are corrected before payment is made and to determine the appropriateness of the items and amounts included in the invoices. We recommend the City strengthen its procedures and processes for reviewing legal services invoices before payment to ensure that amounts and services billed are in accordance with contractual agreements. We also recommend the City recover amounts related to incorrect rates charged legal services. ' Pursuant to Section 14.32(2)(j), F.S., the Chief Inspector General shall review,evaluate,and monitor the policies, practices, and operations of the EOG. Section 14.32(4), F.S., provides that the CIG shall serve as the inspector general for the EOG. Executive Order 2016-135 designates the CIG as the Governor's designee for the state's provision of oversight to Opa-locka's financial emergency. 'The State and Local Agreement of Cooperation Between the Governor and the City of Opa-locka, dated June 8, 2016, provides for independent review by the Governor.The Governor may assign staff to conduct or cause to be conducted such audits, examinations, or studies of the City as the Governor deems necessary to resolve the financial emergency. 2 sr e 20, 2018 i?,;port No. N. 17/18-002 BACKGROUND In November 2015, City officials reported to the Executive Office of the Governor that the City met conditions that constitute a financial emergency and state assistance was needed to resolve the state of financial emergency through the implementation of measures authorized by Part V, Chapter 218, F.S. On June 1, 2016, at a special meeting of the Opa-locka City Commission, a resolution was adopted to request a declaration that the City of Opa-locka is in a state of financial emergency and seeking the appointment of a financial emergency board and other assistance pursuant to section 218.503(1), F.S. On June 1, 2016, Executive Order 16-135 (Determination of Financial Emergency)was issued by Governor Scott and the City was placed in a state of financial emergency. The Office of the Chief Inspector General was designated as the lead agency in carrying out the Executive Order. The Executive Order required the City to execute and fully comply with a State and Local Agreement of Cooperation designed to resolve the financial emergency and provide assistance to the City. The Governor named the Chief Inspector General of the State of Florida as his designee for purposes of the Executive Order and the State and Local Agreement of Cooperation. The State and Local Agreement of Cooperation was executed on June 8, 2016. Pursuant to the State and Local Agreement, the Governor and the City agreed as follows: • The City shall approve a five-year recovery plan for fiscal years 2016-2017 through 2020-2021. • On or before August 1St of each year, the City shall submit the proposed Annual Budget of the City to the Governor. • The Financial Recovery Plan and the Annual Budget documents shall contain the level of detail necessary for the Governor(or the Governor's designee) to analyze the underlying assumptions contained in all estimates of expected revenues and expected expenditures. • Beginning August 1, 2016, and every month thereafter, the City shall provide the Governor with a Monthly Revenue and Expenditure Report that compares actual revenues and expenditures in each fund with the projected revenues and expenditures contained in the Annual Budget. • The City shall not enter into any financial or contractual obligations that are not specifically authorized by the Annual Budget or the Agreement, or which are inconsistent with the Financial Recovery Plan. • The City agrees that the Governor may assign staff to conduct or cause to be conducted such audits, examinations, or studies of the City as the Governor deems necessary to resolve the financial emergency. 3 ,fi e 20, 2018 Repot_l No. f c I //18 00,? November 8, 2017, City Commission Meeting, During the City Commission meeting, there was discussion about invoices from the Brown Law Group, LLC (Brown)3 that were approved for payment by Resolution 17- 9415. Mr. Vincent T. Brown said that after the Commission approved resolution 17- 9415, an evaluation was performed, and it was found that an incorrect rate for legal services was used for the invoices. An adjustment was required to correct the rate charged from $200 to $1904 per hour and Mr. Brown would correct the rates to ensure that he was billing the City the correct amounts. Mr. Brown had provided an information packet for the Commissioners to reference the invoices approved by Resolution 17- 9415 that included a summary of the invoices and amounts to be corrected. Commissioner Riley noted that tor the invoices included in the information packet, there was an inconsistency in the billing of partial-hour charges. Some of the charges were in minutes and others were in 10t'S of a minute. Commissioner Pigatt raised concern that the Commission had voted on, and approved, invoices that were incorrect. City Manager Ed Brown said that because the City Attorney reports to the Commission, the Commission should scrutinize the invoices. Commissioner Pigatt reiterated that the City needs to somehow make sure that the mistakes are caught; there should be some sort of process in place for reviewing the invoices. Initiation of Review of Legal Services by the Office of the Chief Inspector General Based on concerns about charges for legal services expressed by City Commissioners at the November 8, 2017, City Commission meeting, the Office of the Chief Inspector General initiated this review of the City's legal services. The City Attorney Mr. Vincent T. Brown, Esq. is a principal of the Brown Law Group, LLC. The Brown Law Group, LLC, under the terms of the City Attorney Retainer Agreement, performs the functions of City Attorney for the City. Mr. Brown and his firm have performed and provided legal services in the capacity of City Attorney to the City, under contract, since March 2015, OBJECTIVES, SCOPE, AND METHODOLOGY The objective of this review was to determine if amounts Brown billed to the City for legal services comply with the contractual agreements between the City and Brown. 3 The Brown Law Group, LLC, under the terms of the City Attorney Retainer Agreement, performs the functions of City Attorney for the City. Mr.Vincent T. Brown, Esq. is a principal of the Brown Law Group, LLC. The City Attorney Retainer Agreement with the Brown Law Group, LLC was amended, effective October 1, 2017,to reduce certain charges for legal services.The billable rate for State of Florida Circuit Court cases was reduced from$200 per hour to$190 per hour. 4 .bane 20, 2018 Heport No. R 17/18-002 To accomplish our objectives, we: • Reviewed contractual agreements between the City and Brown; • Reviewed Florida Statutes; • Reviewed rules regulating members of the Florida Bar; • Reviewed invoices and supporting documentation submitted to the City by Brown; • Reviewed documentation supporting payments made by the City to Brown; • Reviewed City resolutions; • Reviewed City ordinances, policies, and procedures; and • Interviewed City officials and Vincent T. Brown of the Brown Law Group, LLC. RESULTS OF REVIEW =Agreements wan the Brown Law (it oup, .. The City has two agreements with the Brown Law Group, LLC for legal services: The City Attorney Retainer Agreement and the CRA Retainer Agreement. City Attorney Retainer Agreement The City Attorney Retainer Agreement between the Brown Law Group, LLC and the City was executed on March 5, 2015. City Resolution 15-8939 which appointed Vincent T Brown, Esq., the Brown Law Group, LLC, as the new City Attorney was passed and adopted on March 5, 2015. The term of the City Attorney Retainer Agreement was for two years from the date of the agreement, with an option for the City to renew for one additional year on each anniversary date. Under the City Attorney Retainer Agreement, legal services included all City Attorney Services, including attending meetings of the City Commission; Zoning, Planning and Code Enforcement and Personnel Appeal Hearings; as well as providing legal advice expected of a City Attorney and handling the City's litigation and special projects outside the scope typically expected of a City Attorney. Compensation, exclusive of litigation and special projects, was initially set at $22,000 per month. Litigation and special projects were to be paid at a rate of$200 per hour. Other excluded costs and expenses included: filing fees, delivery charges, long distance telephone charges, photocopies, special postage or delivery expenses, travel expenses, computer research, court costs as necessary(such as filing fees, service of process, subpoena costs, witness fees, deposition costs, and fees and expenses of any co-counsel or expert necessarily retained to assist in litigation or for other legitimate functions of the office of City Attorney). Pursuant to the City Attorney Retainer Agreement's termination clause "the parties agree and understand that the law firm, in accepting this engagement, will be foregoing 5 Brie 20, 2013 �� No. R 17/18-002 other private work and income, and in exchange for the terms of this Agreement, the law firm may only be terminated for Good Cause, defined as breaching the material terms of this Agreement... As compensation in the event this Agreement is terminated under these terms, the City shall pay the law firm an amount equal to five months compensation, which shall be due and payable within thirty(30)days of termination." The City Attorney Retainer Agreement was amended on December 14, 2016, by Resolution 16-9277, to reflect Brown's agreement to voluntarily reduce the monthly retainer from $22,000 to $19,800. Litigation and Special Projects were changed from a rate of$200 per hour to a schedule of rates based on the type of litigation, as follows: • U.S. Federal Courts Cases: $200 per hour; • State of Florida Circuit Court Cases: $190 per hour; • State of Florida County Court Cases: $180 per hour; • St-ate of Florida Small Claims Court Cases: $170 per hour; • Arbitration Matters before the American Arbitration Association: $150 per hour; • Special Projects: $150 per hour. The effective date for the rate change was October 1, 2016. The amendment also extended the initial term of the City Attorney Retainer Agreement for an additional two years. CRA Retainer Agreement The CRA Retainer Agreement between the Brown Law Group, LLC and the City of Opa- locka CRA was executed on April 28, 2015. The term of the CRA Retainer Agreement was for two years from the date of the agreement, with an option for the City to renew for one additional year on each anniversary date. Under the CRA Retainer Agreement, the CRA agreed to pay Brown$2,500 per month for legal services, exclusive of litigation services. Litigation services would be paid at the rate of$200 per hour. Pursuant to the CRA Retainer Agreement's termination clause "the parties agree and understand that the law firm, in accepting this engagement, will be foregoing other private work and income, and in exchange for the terms of this Agreement, the law firm may only be terminated for Good Cause, defined as breaching the material terms of this Agreement... As compensation in the event this Agreement is terminated under these terms, the City shall pay the law firm an amount equal to five months compensation, which shall be due and payable within thirty(30)days of termination." 6 June 20, '2018 Report No. R 17118-UU2 Weaknesses Noted in the Agreements for Legal Services Scope of Services and Compensation The City Attorney Retainer Agreement and the CRA Retainer Agreement do not clearly state the scope of services. The City Attorney Retainer Agreement uses phrases that are not defined in the agreement, such as, "providing legal advice expected of a City Attorney" and "outside the scope typically expected of a City Attorney."There is not a clear definition in the City Attorney Retainer Agreement of what is expected of a City Attorney. The CRA Retainer Agreement's definition of Legal Services includes the phrase, "all services that have been performed by prior CRA attorneys." The City was not able to locate or provide copies of prior CRA attorney agreements to document what services had been performed by prior CRA attorneys. The City Attorney Retainer Agreement appears to contain contradictory language regarding whether litigation and special projects outside the scope typically expected of a City Attorney are included in the monthly retainer or billed to the City as a separate charge. It also is not clear if there are any types of litigation or special projects that would not be outside the scope typically expected of a City Attorney that should be included in the monthly retainer fee. • The Legal Services Section of the City Attorney Retainer Agreement states that Brown's legal services include handling the City's litigation and special projects outside the scope typically expected of a City Attorney. • The Compensation Section of the agreement appears to contradict the Legal Services Section of the agreement by stating that legal services for litigation and special projects shall be paid at hourly rates from$200 to $150 per hour. Brown has been paid $19,8005 per month for the City Attorney Retainer Agreement ($237,600 per year) and, separately, at hourly rates from $150 to $200 per hour, for litigation and special projects. In addition to the $237,600 per year retainer fee, Brown has billed the City an average of$42,1626 per year for litigation and special projects. Also, the City's legal services expenses were further increased, during the term of Brown's City Attorney Retainer Agreement, by $173,892 for legal services from outside firms. Standard Method for Billing Chargeable Time The City Attorney Retainer Agreement and the CRA Retainer Agreement do not specify a standard method for the law firm to bill chargeable time. Some of Brown's invoices to the City measure chargeable time in 10ths of a minute, others in minutes, and some invoices charge time in both 10"'s of a minute and in minutes. This has caused some 5 The compensation, per the current City Attorney Retainer Agreement, is$19,800 per month. 'Charges for litigation services were$21,399 in 2015, $67,461 in 2016, and $37,625 through September 6, 2017 7 R ���c,ti No. R 17/18-002 confusion for the members of the Commission and made review of the invoices more difficult. Co-counsel or Experts The City Attorney Retainer Agreement states that the retainer fee does not include fees and expenses of co-counsel or experts. However, the City Attorney Retainer Agreement does not state the rate of pay for such services nor does it address a process for City approval of such services. Ordinary costs and expenses are not included in the retainer fee, but the City Attorney Retainer Agreement does not define how or when these expenses are payable (i.e. reimbursable or advanced payment), nor does it place any restrictions on the amount spent without approval of the City. The City Attorney Retainer Agreement permits Brown to appoint an assistant to perform Deputy City Attorney and consulting duties but does not indicate if City approval is required or if this individual will be a City employee or independent contractor or how the rate of pay will be determined. Travel Expenses Travel expenses are reimbursable and are not included in the retainer fees. Section 2- 31 of the City Code requires City officers and employees to follow section 166.021, Florida Statutes; City officers and employees shall be entitled to the per diem as set forth in section 112.061, Florida Statutes, with certain minor exceptions to the per diem rates for meals. The agreements do not address whether the City Attorney is subject to travel rules in the City Code or how travel will be approved or reimbursed. Termination Clause The termination clause for both the City Attorney Retainer Agreement and the CRA Retainer Agreement state that, "The parties agree and understand that the LAW FIRM, in accepting this engagement, will be foregoing other private work and income, and in exchange for the terms of this Agreement, the Law Firm may only be terminated for Good Cause, defined as breaching the material terms of this Agreement."As compensation in the event the agreements are terminated under these terms,the City shall pay the law firm an amount equal to five months compensation ($99,000 for the City Attorney Retainer Agreement and $12,500 for the CRA Retainer Agreement), which "shall be due and payable within thirty(30) days of termination." However, section 215.425(4)(a)2, F.S., prohibits a unit of government from including a provision for severance pay in a contract when the officer, agent, employee, or contractor has been fired for misconduct by the unit of government. Also, the meaning of the phrase "will be foregoing other private work and income" is not clear. It is not clear whether this means that Brown shall forego all other private work or if conducting other private work is a breach of the agreement. Brown represented other clients when the City Attorney Retainer Agreement and the CRA Retainer Agreement with the City were executed and continued to represent other clients during the term of the agreements. Brown's website states, "Currently Attorney Brown has a thriving private practice taking on criminal, personal injury, medical malpractice, probate, civil 8 Rune 20, 2018 Report No. R 17118-002 and real estate cases." It is not clear whether the City is obligated to pay the five months compensation if Brown does not forego other private work and income. Terms Not Included in the Agreements for Legal Services The agreements for legal services do not contain certain terms and guidance commonly included in contracts for legal services. Brown's City Attorney Retainer Agreement and CRA Retainer Agreement do not provide guidance on the maintenance of law firm records, documents, or other evidence that may be needed by the City during or after the term of the agreements. The City Attorney Retainer Agreement and CRA Retainer Agreement also do not contain terms or guidance related to: • Work products produced under the agreements to be the property of the City; • Reports and other documents that are subject to Chapter 119, Public Records; • Maintenance of accounting records sufficient to reflect all costs paid by the City; • Access to the law firm's records for audits and inspection of records related to City matters; • Maintenance of professional liability insurance by the law firm to protect the City from acts, omissions, or negligence of legal counsel; and • Disposition of records that are the property of the City at the termination of the agreements. These weaknesses and omissions in the City Attorney Retainer Agreement and CRA Retainer Agreement could lead to disagreements between the City and the law firm and result in unintended additional costs and liabilities for the City. Weaknesses Noted in the City's Review of Invoices Our review of invoices submitted by Brown and paid by the City indicate that more thorough review of legal services invoices prior to payment is needed to ensure that billing errors are corrected before payment is made and to determine the appropriateness of the items and amounts included in the invoices. Invoices from Brown included eight instances where the rate charged for litigation services was $300, $100 over the highest allowable rate per the agreement. The total overcharge related to using the $300 rate was $430. Invoices from Brown for litigation services did not use a consistent method of charging for services. On some invoices time charges are measured in minutes, on some invoices time is measured in 10ths of an hour, and on some invoices in both minutes and 10ths of an hour. The charges reflected the correct billing rates, but the inconsistency in the method of charging time made review of the invoices more difficult and time consuming. 9 June 20 2013 Report No. R 17/13 007 Our review of the litigation services also disclosed an instance where a county court case was billed at the state circuit court rate, $190 per hour. The rate for county court cases is $180 per hour. The amount overcharged was $54. Also, there was not sufficient information provided within the invoice to determine whether the cases were federal or state and which court had jurisdiction over the case. Under Brown's agreement, the rates vary based on the court that has jurisdiction over the case. The litigation invoices from Brown reviewed in this engagement included $15,260 in charges for research. The City Attorney Retainer Agreement defines a law firm as a Florida professional association, consisting of duly licensed Florida attorneys with certain general and specific knowledge necessary for the practice of law in the State of Florida. The invoices from Brown generally did not contain descriptions with enough detail of the type of research that was conducted to determine if the research was for technical issues related to the cases or if the research was for issues that would be considered "general and specific knowledge necessary for the practice of law in the State of Florida" and would not be allowable charges to the City. Invoices that were affected by Resolution 16-9277 to reduce the monthly retainer payments to the City Attorney were not sufficiently reviewed to avoid overpayments to Brown. The City Attorney Retainer Agreement was amended by Resolution 16-9277 which was passed and adopted on December 14, 2016. The amendment changed the monthly retainer fee from $22,000 to $19,800, retroactively to October 1, 2016. The invoices for the October, November, and December retainers had been submitted at the $22,000 per month rate before the resolution was passed. The October and November invoices had been paid before the resolution was passed and the retroactive application of the $19,800 per month rate created a $2,200 per month, or$4,400 overpayment. The December invoice had also been submitted before the resolution was passed, but it was later paid, in error, at the $22,000 per month rate, which created another$2,200 overpayment. The overpayments, totaling $6,600, should have been either billed to Brown or subtracted from the January invoice for Brown's retainer. The City neither billed Brown nor subtracted the overpayment from the next invoice. However, ten months after the resolution was passed to reduce the retainer, Brown refunded the overpayment. FINDINGS AND RECOMMENDATIONS Finding 1 —Retainer Agreements Our review disclosed that weaknesses and omissions in the City Attorney Retainer Agreement and the CRA Retainer Agreement could lead to disagreements between the City and the law firm and result in unintended additional costs and liabilities for the City. Recommendation We recommend the City amend the City Attorney Retainer Agreement and the CRA Retainer Agreement to: • Clearly define the scope of the agreements; 10 June 20, 2018 Report No. R 17/18-002 to Clarify the terms of the termination clause to: -- Ensure that there is no conflict with Florida statutes, - Clearly define whether the City Attorney is required to forego other work, and Clearly define whether severance pay is payable to the City Attorney if the City Attorney is terminated for good cause; • Clearly define compensation and activities that are included in and excluded from the base retainer; • Require a standard method for billing time; • Include terms regarding the approval and compensation of co-counsel and experts; • Include terms regarding approval and reimbursement of travel expenses; • Include requirements that: — Work products produced under the agreements are the property of the City, The City Attorney maintain accounting records sufficient to reflect all costs paid by the City, Access to the law firm's records be provided for audits and inspection of records related to City matters, and — Professional liability insurance be maintained by the law firm to protect the City from acts, omissions, or negligence of legal counsel; and • Include guidance for: Disposition of records that are the property of the City at the termination of the agreements, and Reports and other documents that are subject to Chapter 119, Public Records. Finding 2—Invoice Review We noted that more thorough review of legal services invoices prior to payment is needed to strengthen controls to ensure that billing errors are corrected before payment is made and to determine the appropriateness of the items and amounts included in the invoices. Recommendation We recommend the City strengthen its procedures and processes for reviewing legal services invoices before payment to ensure that amounts and services billed are in accordance with contractual agreements. We also recommend the City recover the $484 related to incorrect rates charged legal services, as discussed in the Weaknesses Noted in the City's Review of Invoices section of this report. RESPONSE FROM THE BROWN LAW GROUP, LLP The response is included in Exhibit 1 of this report. 11 ,;ono 20, 201 N si oif No. R /118 002 ENGAGEMENT TEAM AND STATEMENT OF ACCORDANCE Engagement Team Ronnie Atkins, CPA, Director of Audits— Office of the Chief Inspector General EOG Ashley Clark, Senior Audit Supervisor—Office of Inspector General— FDOT Debra Clark, CPA, Director of Audit—Office of Inspector General—FDEO James Landsberg, Inspector General —Office of Inspector General— FDEO Kim Mills, CPA, Internal Auditor—Office of Inspector General — FHFC Mary Beth Sheffield, CPA, Inspector General—Office of Inspector General —AHCA Marie Walker, Director of Auditing—Office of Inspector General—FDOR Pilar Zaki, Director of Auditing Office of Inspector General—AHCA Statement of Accordance This review was conducted pursuant to Section 20.055, Florida Statutes, and the State and Local Agreement of Cooperation Between the Governor and the City of Opa-locka, in accordance with the applicable Principles and Standards for Offices of Inspectors General as published by the Association of Inspectors General and the International Standards for the Professional Practice of Internal Auditing as published by the Institute of Internal Auditors, Inc. ACKNOWLEDGEMENTS The Office of the Chief Inspector General would like to extend our appreciation to the City of Opa-locka Mayor, City Commission members, and the City Attorney for their assistance and cooperation during this review. 12 June 20, 2018 Report NO. R 17/18-002 EXHIBIT t RESPONSE FROM THE BROWN LAW GROUP, LLC .;]A THE BROWN ....AW ., Ot.,!P, §..i...i4: rt t..Y oup,4.,.-:. ATTORNEY AND CDIJNSELDR AT LAW June 20,2018 Ronald Atkins,Auditor General Office of the Governor of the State of Florida The Capital Tallahassee,FL 32399-001 Sent via email:R000ki.Atl,inc:4(1't :nvilouti}.cc,rrt RE: Response to Review of Legal Services The Brown Law Group,LLC Mr.Atkins: First,let me thank you for the opportunity to'work with you on this endeavor. In response to your draft review of the Legal Services Agreement("Agreement")between the City of Opa-locka ("City") and The Brown Law Group, LLC("TBLO"), please note the following preliminary observations: (1) RETAINER AGREEMENT:The retainer agreements were presented to The Brown Law Group,LLC by the City of Opa-Locke.The Grown Law Group,LLC did not participate in the authorship of the agreement. However,the current agreement,with amendments,was renegotiated by a designee of the Office of the Inspector General, amended pursuant to the negotiations, vetted by the Financial Emergency Board,the Office of the Inspector General and its General Counsel, and the purported issues raised by your draft review,were not concerns raised by any party involved in the negotiations or review of the amended Agreement. (2)OUTSIDE LITIGATION:City attorney agreements typically include separate billing on an hourly rate basis for outside litigation and special projects. The majority of outside litigation resulted from matters that predated TI3LG's appointment as City Attorney. Unfortunately, due to the City's well-documented woes and perceived mismanagement, the City is the target of numerous lawsuits that are not always covered by the City's insurance policy.Please note the rates afforded to the City are well below those offered by other municipal law firms in Southern Florida for the services that are being rendered. 13 June 20, 2018 F d.t~.pot l No. R 17/.t8,1,102 (3)STANDARD METHOD OF BILLING:The standard method of billing for law firths is in.10 increments which is equal to I/10th of an hour or every 6 minutes.In instances where minutes were billed,errors may have occurred by not using 1/10th of an hour increments. Please note, to avoid this billing uncertainty,TRIG will conduct monthly internal audits to closely monitor billing so that this type of error does not occur in the future. (4)CO-COUNSEL/EXPERTS: City attorney retainer agreements permit the appointment of assistants,other attorneys,to provide the services contemplated by the agreements.The costs and fees associated with any attorney providing services pursuant to and under TRLG's retainer are included within the retainer fee.Any attorney provided by and under TBLG's agreement for outside litigation is billed at the agreed upon hourly rate. However, where other law firms or experts are required or retained,they are billed at a negotiated rate pursuant to their respective agreements with the City. Deputy City Attorney: Any attorney employed or engaged by TBLG is paid by TBLG out of the monthly retainer fee or pursuant to the outside litigation agreement and is not a city employee. Currently no Deputy City Attorney position exists,however,to remove the possibility of politicization of the city attorney function,by operation of the agreement,city commission approval is not required for TBLG to employ or engage its own attorney(s). Costs and Expenses: TI3L0 has no objection to developing an alternative method For handling fees and costs. However,TBLG makes all efforts to keep costs low. When an expense seems extraordinary, TBLG seeks City Commission approval before incurring such costs. (5)TRAVEL EXPENSE: Irrespective of whether it is in the agreement or not, TBLG will make every effort to comply with Section 2-31 and F.S. 112.06. (6)TERMINATION CLAUSE:Law firms providing city attorney services generally service other clients and maintain websites for informational purposes and to attract new business. TBLG does an evaluation,with the City taking precedence,of all potential new clients to determine if engagement is,conflict free and feasible in Iight of the extensive duties and responsibilities of the City Attorney for the City. (7)`PERMS NOT INCLUDED:Although not included specifically in the agreement,(a)all work done on behalf of the City is maintained at the City and is stored either electronically or as a hard copy;(h)all records are stored in compliance with the Florida Rar Rules for record retention and F.S. 119; (c) Supra "a"; (c) TBLG carries professional liability insurance; (d) Supra "a and b"; and (d) all cost and expenses paid on behalf of or reimbursed by the City are documented and the City is provided with a copy of the documentation at the time reimbursement is requested. 14 June 20, 2018 Report No. R 17/18-002 (8) WEAKNESS NOTED IN CITY'S REVIEW OF INVOICES: As a part of the City's team, TBLG makes every effort to insure proper and accurate billing. However, in rare instances errors occur.For example,during an internal audit,TBLG discovered an error in the adjustment of the monthly retainer from $22,000.00 to $19,800,00. Without decay TBLG reimbursed the City. Invoice 391 that contains a $250.00 overbilling discrepancy,was never submitted to the City, and has not been paid by the City. Upon submission for payment, the proper adjustment will be made. Therefore, only $243.00 remains as a possible overpayment, which represents 0.00185%of the total amount billed and paid for outside litigation to TBLG during the review period. Be advised that the$243.00 has been reimbursed to the City. As we continue to review the report concerning the Review of City of Opa-locka Legal Services, we reserve the right to supplement this response. Should you need to speak with me,l can be reached via my cellular at(305)688-7500. Respectfully, oR Vincent T.Brown,Esq. 15 Re TO 4S3114\-4-j 1/4,7 Ar.‘ 1043°P WAlk % r. �3 0 ,f f t gaol * V,' d a n i rr 0 tr Y j a :/ { V Executive Office of the Governor Office of the Chief Inspector General The Capitol, Room 1902 Tallahassee, Florida 32399-0001 Office Phone Number—(850) 717-9264 Fax Number—(850)921-0817 Whistle-blower's Hotline—(800)543-5353