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HomeMy WebLinkAbout9/4/2002 - STAFF REPORTS (19) LAW OFFICES BURKE, WILLIAMS & SORENSEN, LLP LOS ANGELES OFFICF 18301 VON KARIVAN AVENUE SAN DIEGO COUNTY OFFICE 611 WEST SIXTH STREET,SUITE 2500 550 WEST"C"STREET,SUITE 1880 LOS ANGELES,CALIFORNIA 900173102 SUITE 1050 SAN DIEGO,CALIFORNIA 92101 8583 Tel: (213)236 0600 IRVINE, CALIFORNIA 92612-1009 Tel: (619)615 6672 Fax. (213)236 2700 Tel: (949)863 3363 Fax: (619)615 6673 Fax: (949) 863-3350 RIVERSIDE COUNTY OFFICE www.bwslaw.com VENTURA COUNTY OFFICE 3403 TENTH STREET SUITE 300 2310 EAST PONDEROSA DRIVE,SUITE 25 RIVERSIDE,CALIFORNIA 92501 3629 CAMARILLO,CALIFORNIA 93010 4747 Tel: (909)788 0100 Tel: (805)987 3468 Fax: (909)788 5785 Fax: (805)482 9834 dn[esltireCGws7nw.cnnr OUR FILE NO: 04195-0001 June 13, 2002 r r a;I David Ready, City Manager City of Palm Springs 3200 E. Tahquitz Canyon Way Palm Springs, CA 92263 Re: City Attorney Legal Services Contract Dear David: Pursuant to our budget discussions with the City Council, enclosed is the revised City Attorney fee agreement between the law firm of Burke, Williams & Sorensen, LLP and the City of Palm Springs ("Contract"). As discussed with the City Council, this agreement defers the schedule of $5 per hour rate increases proposed in our letter of March 25, 2002 by 6 months (January '03, July '03 and January '04). We have also reduced the formula for public financings per our conversations with Tom Kaiarr. This will also acknowledge our obligation during the fiscal year to produce a new mining ordinance without charge to the City,based upon model ordinances we have previously prepared. Please place the contract on the next Council agenda. If you should have any questions or require additional information concerning the enclosed, please do not hesitate to contact me. Sincerely, David J. Aleshire, City Attorney for BURKE, WILLIAMS & SORENSEN, LLP DJA/dlc Enclosures cc: Ms. Trisha Sanders, City Clerk IRV#11698 vI PALM SPRINGS FEE AGREEMENT This FEE AGREEMENT (the "Agreement") is entered into by and between the law firm of BURKE, WILLIAMS & SORENSEN, LLP, ("BWS") and the CITY OF PALM SPRINGS, a municipal corporation ("City"). The term "City" shall also include the PALM SPRINGS COMMUNITY REDEVELOPMENT AGENCY, the PALM SPRINGS HOUSING AUTHORITY, and all boards, commissions, and other bodies of City. 1. SCOPE OF WORK AND DUTIES. City Council hereby appoints David J. Aleshire as the City Attorney, and hires Burke, Williams & Sorensen as its City Attorney, to render such legal services as are customarily rendered by a City Attorney, including attending meetings of the City Council, Redevelopment Agency, Housing Authority, Plamring Commission, and other boards and bodies of City, and its affiliated agencies, as directed by the City. Representation shall include, but not necessarily be limited to, reviewing ordinances and resolutions, reviewing city contracts, recommending, reviewing and overseeing the hiring and supervising of any and all other attorneys employed by City to perform legal work on any litigation or other matter, consulting with or advising City staff on legal issues which arise within their areas of operation, and generally advising the City Council and City staff concerning all legal affairs of City. With respect to pending matters handled by attorneys previously or otherwise employed by City, Burke, Williams & Sorensen shall become responsible for and proceed to represent City in such matters once the same are identified by the City Council or City Manager and all files have been transferred to Burke, Williams & Sorensen. Burke, Williams & Sorensen, as a full-service law firm, is prepared to, and will, provide representation to City in all of its legal affairs, including, but not limited to, municipal law, land use, environmental, toxics, mining, water, tort defense, personnel, labor representation, code enforcement, criminal prosecution, redevelopment, housing, cable television, finance, franchising, contracts, enterprise and other matters, except where conflicts exist or where the City Council may otherwise direct. The City Attorney shall represent City in initiating and defending all litigation finless otherwise directed by the City Council. All of these duties shall be performed, as directed by the City Council, and the City Attorney will keep City informed as to the progress and status of all pending matters. Finally, the City Attorney is expected to manage, control and oversee the delivery of legal services in a competent, professional, and cost-effective mariner. Notwithstanding any other provision contained herein, any legal services can only be authorized by the City Council or City Manager. 2. CITY DUTIES. City agrees to provide such information, assistance, cooperation, and access to books, records, and other information, as is necessary for Burke, Williams & Sorensen to effectively render its professional services wider this Agreement. To the extent City desires services to be rendered on site, City, at City's expense, will make available sufficient office 8A� space, furniture, telephones, computers, facsimile machines, and secretarial support, as approved by the City Manager, necessary therefor. City further agrees to abide by this Agreement, and to timely pay Burke, Williams & Sorensen's bills for fees, costs, and expenses. In addition, City understands that the fee structure herein represents a blending of rates, with certain services offered at discounted rates, on the assumption that, due to the volume of work, other services will be rendered at higher rates. Therefore, insofar as possible, it is the intent of the parties hereto that all matters of City requiring the rendition of legal services be performed by Burke, Williams & Sorensen. However, nothing in this Section, or any other part of this Agreement, shall be construed in any mamzer as limiting the ultimate and absolute discretion of the City Council, at any time, to assign or reassign legal matters of City from or to Burke, Williams & Sorensen. 3. LEGAL FEES, BILLING PRACTICES, AND PERSONNEL. Burke, Williams & Sorensen's fees will be charged on an hourly basis for all time actually expended, and such fees are generally billed monthly with payment due within thirty (30) days after the date of the bill. In addition to David J. Aleshire acting as City Attorney, Burke, Williams & Sorensen will provide the following additional attorneys to render the predominate legal services hereunder: Eric Dunn: Deputy City Attorney/Planning, Land Use, General Fred Galante: Assistant City Attorney/Planning, Land Use Dawn Honeywell: Deputy City Attorney/General Robert Messinger: Deputy City Attorney/Finance Colin Tanner: Deputy City Attorney/Personnel Anthony Taylor: Deputy City Attorney/General, Police William W. Wynder: Deputy City Attorney/Persormel Burke, Williams & Sorensen will exercise its discretion to utilize whichever attorney(s) (and staff) it determines to be best suited to its rendition of legal services under this Agreement, consistent with the competent and efficient rendering of legal services, and with a view toward rendering such services in an economically efficient manner. The compensation schedules are set forth in Exhibits "A" and "B" attached hereto and incorporated herein by this reference. Blended rates are computed based upon the hours of service irrespective of the rate of the attorney. Blended rates are also shown for legal assistants. In general, the arrangement is that there is a base amount of hours which are significantly discounted and referred to as the general retainer. This includes general services, 3 attending public meetings, preparing ordinances and resolutions, giving general advice to City departments. A higher blended rate is charged after the retainer hours are exceeded. Special services, including a broad range of categories (litigation, personnel, labor, redevelopment, housing, toxics, refuse, cable, enterprise, etc.) are billed at a higher blended rate. Public finance matters are charged on a contingent basis based upon the size of the matter. The specific terms are set forth in the exhibits. The foregoing arrangement would remain in effect for at least Fiscal Years 2002- 2003 and 2003-2004. However, the hourly rates of the attorneys at Burke, Williams & Sorensen are reviewed annually and, when appropriate, adjusted to reflect increases in expertise as well as other appropriate factors. Such increases are made on an annual basis, effective as of the beginning of each calendar year. While the hourly rates for services rendered by individual Burke, Williams & Sorensen attorneys may be adjusted as set forth herein, the "blended rates" established in this Agreement shall not be adjusted except as provided here, and only upon the approval of the City Council. 4. COSTS AND OTHER CHARGES. Burke, Williams & Sorensen may incur various costs and expenses in rendering the legal services required by this Agreement. These costs and expenses are set forth in more detail in Exhibit "B" attached hereto, and incorporated herein by this reference. City agrees to reimburse Burke, Williams & Sorensen for these costs and expenses in addition to the hourly fees for legal services. Burke, Williams & Sorensen may determine it necessary or appropriate to use one or more outside investigators, consultants, or experts in rendering the legal services required (particularly if a matter goes into litigation). City will be responsible for paying such fees and charges. Burke, Williams & Sorensen will not, however, retain the services of any outside investigators, consultants, or experts without the prior agreement of City. Burke, Williams & Sorensen will select any investigators, consultants, or experts to be hired only after consultation with City. The cost and expenses referred to herein include certain travel expenses; transportation, meals, and lodging; when incurred on behalf of the client. Generally, these will only be charged when outside of the area, and only with the prior agreement of City. Finally, periodically, when on-site, Burke, Williams & Sorensen personnel may be required to make local and long-distance telephone calls, or make photocopies, or incur other expenses on behalf of the City as well as other clients. Burke, Williams & Sorensen will not be charged for such expenses and, in exchange, will not charge the City for calls made from our office or other locations to the City. 5. STATEMENTS. Burke, Williams & Sorensen shall render to City a statement for fees, costs, and expenses incurred on a periodic basis (generally monthly). Such statement(s) shall indicate the / PhIV basis of the fees, including the hours worked, the hourly rate(s), and a brief description of the work performed. 6. PROHIBITION AGAINST SUBCONTRACTING OR ASSIGNMENT. The experience, knowledge, capability and reputation of Burke, Williams & Sorensen, its partners, associates, and employees, was a substantial inducement for City to enter into this Agreement. Therefore, Burke, Williams & Sorensen shall not contract with any other person or entity to perform, in whole or in part, the legal services required under this Agreement without the written approval of City. In addition, neither this Agreement, nor any interest herein, may be transferred, assigned, conveyed, hypothecated, or encumbered voluntarily, or by operation of law, whether for the benefit of creditors, or otherwise, without the prior written approval of City. 7. INDEPENDENT CONTRACTOR. Burke, Williams & Sorensen shall perform all legal services required trader this Agreement as an independent contractor of City, and shall remain, at all times as to City, a wholly independent contractor with only such obligations as are required tinder this Agreement. Neither City, nor any of its employees, shall have any control over the manner, mode, or means by which Burke, Williams & Sorensen, its agents or employees, render the legal services required under this Agreement, except as otherwise set forth. City shall have no voice in the selection, discharge, supervision or control of Burke, Williams & Sorensen's employees, servants, representatives, or agents, or in fixing their number, compensation, or hours of service. 8. INSURANCE. Burke, Williams & Sorensen shall procure and maintain, at its sole cost and expense, comprehensive general liability and property damage insurance, including automobile and excess liability insurance, and professional liability insurance against all claims for injuries against persons or damages to property resulting from Burke, Williams & Sorensen `s negligent acts or omissions rising out of or related to Burke, Williams & Sorensen `s performance trader this Agreement. The minimum amount of such insurance shall be Five Million Dollars ($5,000,000.00) or such amount as the City may determine. Burke, Williams & Sorensen shall also carry Workers' Compensation Insurance in accordance with applicable workers' compensation laws. The insurance required hereunder shall be kept in effect during the term of this Agreement, and shall not be subject to reduction in coverage below the limits established herein, nor cancellation, nor termination without thirty (30) days' prior written notice by registered letter to City. A certificate evidencing the foregoing, and naming City as an additional insured, shall be delivered to and approved by City prior to commencement of the services hereunder. 9. COVENANT AGAINST DISCRIMINATION. Burke, Williams & Sorensen covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming tinder or through them, that there shall be no discrimination against, or segregation of, any person or group of persons on account of race, color, creed, religion, sex, marital status, national origin, or ancestry in the performance of this Agreement. / f? hs00` Burke, Williams & Sorensen shall take affirmative action to insure that applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, or ancestry. 10. TERM DISCHARGE AND WITHDRAWAL. This Agreement shall continue in effect, subject to modification of fees as provided in Section 4, until terminated by either party hereto. City may discharge Burke, Williams & Sorensen at any time. The City Attorney shall not be deemed an employee of City, and shall have no right to hearing or notice, and may be discharged with or without notice. Burke, Williams & Sorensen may withdraw from City's representation at any time, to the extent permitted by law, and the Rules of Professional Conduct, upon at least sixty (60) days' notice to City. In the event of such discharge or withdrawal, City pay Burke, Williams &. Sorensen professional fees and costs, in with this Agreement, for all work done (and costs incurred) through the date of cessation of legal representation. City agrees to execute, upon request, a stipulation in such form as to permit Burke, Williams & Sorensen to withdraw as City's attorneys of record in any legal action then pending. Burke, Williams & Sorensen shall deliver all documents and records of City to City, or to counsel designated by City, and assist to the Rillest extent possible in the orderly transition of all pending matters to City's new counsel. 11. CONFLICTS. Burke, Williams & Sorensen has no present or contemplated employment which is adverse to the City. Burke, Williams & Sorensen agrees that it shall not represent clients in matters either litigation or non-litigation against the City. However, Burke, Williams & Sorensen may have past and present clients or may have firture clients, which, from time to time, may have interests adverse to City, and Burke, Williams & Sorensen reserves the right to represent such clients in matters not connected with its representation of the City. If a potential conflict of interest arises in Burke, Williams & Sorensen's representation of two clients, if such conflict is only speculative or minor, Burke, Williams & Sorensen shall seek waivers from each client with regards to such representation. However, if real conflicts exist, Burke, Williams & Sorensen would withdraw from representing either client in the matter, and assist them in obtaining outside special counsel. '- IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date of execution by the City. Date: "CITY" CITY OF PALM SPRINGS, a municipal corporation By: William Kleindienst, Mayor ATTEST: City Clerk " BURKE, WILLIAMS & SORENSEN" "BURKE, WILLIAMS & SORENSEN, LLP" By: David J. Aleshire, Esq. [END OF SIGNATURES] 1 A7 EXHIBIT "A" FEE ARRANGEMENT 1. The retainer will be Ten Thousand Dollars ($10,000.00) per month ($100.00 per hour) for up to One Hundred (100) hours of general legal service. This rate shall be increased by $5 per hour on the following dates: January 1, 2003, July 1, 2003 and January 1, 2004. 2. General legal services over one hundred (100) hours per month will be billed at the blended rate of One Hundred Fifty-Five Dollars ($155.00) per hour. This rate shall be increased by $5 per hour on the following dates: January 1, 2003, July 1, 2003 and January 1, 2004. 3. Special legal services shall include litigation matters, public finance, disciplinary actions or hearings, labor negotiations, redevelopment, housing, cable television, mining, toxics, refuse, franchising, enterprise activities, any major contract negotiation. Except for public finance, all such matters shall be billed at the blended billing rate of One Hundred Eighty Dollars ($180.00) per hour. This rate shall be increased by $5 per hour on the following dates: January 1, 2003, July 1, 2003 and January 1, 2004. 4. For public finance the fee structure is one percent of the first $1 million executed and delivered; one-half percent of the next $4 million executed and delivered; one-quarter percent of the next $10 million executed and delivered; one-eighth percent of the next $5 million executed and delivered; and one-tenth percent of the balance in excess of$20 million subject to a minimum fee of Twenty-five Thousand Dollars ($25,000.00). In the event that multiple series of bonds or notes are issued, the foregoing fee schedule would be applied to each issue, subject to the $25,000,00 minimum fee. Payment of the fees are entirely contingent upon the successful execution and delivery of the bonds or notes to be payable on or after delivery except for out-of-pocket expenses. 5. For work done on behalf of developers and private parties for document preparation, litigation or other services, where a deposit is received against which the fees are charged or where the fees are otherwise reimbursable, the blended rate will be Two Hundred Dollars ($200.00) per hoar. 6. In addition to the foregoing, we would be reimbursed for out-of-pocket expenses including telephones, telecopier, messenger, courier, and other communication costs; reproduction expense; computer research facilities; court reporters; travel expense outside of Southern California (and not to Palm Springs); and other costs and expenses incurred on your behalf. 7. The blended rate for legal assistants, irrespective of matter, shall be Eighty Dollars ($80.00) per hour, and for document clerks shall be Thirty-Five Dollars ($35.00) per hour. These rates shall be increased to Ninety Dollars ($90.00) and Forty Dollars ($40.00), respectively on January 1, 2003. 8. The other normal terms and conditions of our billing are set forth in the Statement of Billing Practices attached as Exhibit "B". EXHIBIT "B" STATEMENT OF BILLING PRACTICES FOR EMPLOYMENT OF LEGAL SERVICES Burke, Williams & Sorensen's fees are charged on an hourly basis for all time actually expended and are generally billed monthly with payment due within thirty (30) days after the date of the bill. Our presently prevailing hourly design rates vary between $135.00 per hour and $175.00 per hour depending upon the experience and background of the individual attorneys and between $45.00 and $135 for legal assistants. The current hourly design rate for the attorneys and staff working on this matter will be set forth in the billing statement. Annually, you will be provided with the prevailing hourly design rates for the attorneys who will spend the predominate amount of time on this matter. It should be understood that hourly rates are reviewed, and when appropriate, adjusted to reflect increases in seniority and experience as well as inflationary factors. These increases are generally made on an annual basis effective on the beginning of each calendar year. Burke, Williams & Sorensen will incur various costs and expenses in performing legal services. These costs and expenses are separately billed to the client and include fees fixed by law or assessed by public agencies, long distance telephone calls, messenger and other delivery fees, postage, parking, and other local travel expenses, photocopying (charge of twenty cents ($.20) per page) and other reproduction costs, clerical, staff overtime, computer-assisted research fees, travel costs beyond Southern California (including lodging, meals, and incidentals), and other similar items including deposition, reporter fees, and transcript fees. In addition, the client will be responsible for paying the fees of consultants and other outside experts who are retained after consultation with the client. It is understood that Burke, Williams & Sorensen will not charge for actual travel time, local telephone calls or calls made to the City. In exchange, Burke, Williams & Sorensen shall not be charged for calls made or received at the City, whether local or long-distance, nor for copying charges since copying on-site will reduce the charge to the client. The monthly billing statements for fees and costs shall indicate the basis of the fees, including the hours worked the billable rates charged, and description of the work performed. All bills are expected to be paid within thirty (30) days of the date of the billing statement. in the event any statement remains unpaid for more than thirty (30) days after the date of the statement, interest thereon at the rate of ten percent (10%) per armum shall be due and payable thereafter on the unpaid balance. It is expressly understood that the client may discharge Burke, Williams & Sorensen at any time. Burke, Williams & Sorensen may withdraw from representation at any time to the extent permitted by law under the Rules of Professional Conduct, upon reasonable notice to the client. In the event of such discharge or withdrawal, client shall pay Burke, Williams & Sorensen fees and costs in accordance with this agreement for all work done (and costs incurred) through the termination of Burke, Williams & Sorensen's representation of client. Upon such termination withdrawal, Burke, Williams & Sorensen shall deliver to client all of its files in this matter and any properly in possession at Burke, Williams & Sorensen belonging to client. jgA? HOURLY RATES FOR ATTORNEYS ASSIGNED TO MATTER: David J. Aleshire $275.00 William W. Wynder $275.00 Colin Tanner $225.00 Eric L. Drum $220.00 Fred Galante $220.00 Robert Messinger $220.00 Elizabeth Feffer $220.00 Geralyn Skapik $220.00 Dawn Honeywell $195.00 Sunny Soltani $145.00 Anthony Taylor $145.00 BLENDED RATES PREVAIL OVER THE HOURLY RATES. /8,4/0 MINUTE ORDER NO. APPROVING AN AGREEMENT WITH BURKE, WILLIAMS & SORENSEN, LLP TO PROVIDE CITY ATTORNEY SERVICES FOR A TERM ENDING FISCAL YEAR 2003-2004. A ------------------ I HEREBY CERTIFY that this Minute Order, approving an Agreement with Burke, Williams & Sorensen, LLP to provide City Attorney Services for a term ending Fiscal Year 2003-2004, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 3rd day of July, 2002. PATRICIA A. SANDERS City Clerk 1