Agenda 09/13/2016 R Item #16D12 16.D.12
09/13/2016
EXECUTIVE SUMMARY
Recommendation to approve a Resolution and provide after the fact approval for the submittal of
Shirley Conroy Rural Area Capital Equipment Support Grant in the amount of $123,040 to the
Florida Commission for Transportation Disadvantaged for the procurement of Real Time
Notification System and a Web/Mobile Application and authorize the Chairman of the Board to
sign the grant and all applicable documents.
OBJECTIVE: To provide an enhanced phone/mobile system for paratransit service to the community
by purchasing software that will allow them to schedule, cancel or confirm their trips via phone or
website.
CONSIDERATION: The Shirley Conroy Rural Area Capital Equipment Support Grant is used to help
provide rural transportation in Collier County and is made available each year through an application
process administered by the Florida Commission for the Transportation Disadvantaged. The
announcement for the grant was received July 5, 2016 with a deadline for submittal of August 15, 2016,
prior to the next available Board of County Commissioners meeting. This item will be taken to the Local
Coordinating Board for the Transportation Disadvantaged at its next regularly scheduled meeting on
September 7,2016.
This application seeks funding to purchase a real-time call notification service to provide passengers trip
reminder and vehicle arrival. Staff is also seeking funding for purchasing a web/mobile application to
allow passengers to schedule, cancel or confirm their trips.
Collier County's Administrative Procedure CMA # 5530 authorizes the County Manager to approve the
submittal of grant applications with subsequent Board of County Commissioners' action at the next
available Board meeting to ratify the approval as"after-the-fact." The BCC has the authority to ratify the
filing of this grant application.
FISCAL IMPACT: There is no fiscal impact associated with applying for this grant. Should the
FY16/17 federal grant request of$110,736 be awarded, it will require a 10% ($12,304) local match for a
total award of $123,040. The local match amount is available in Reserves in the Transportation
Disadvantaged Fund (427) FY17 budget. The source of match funds is General Fund (001) through the
annual transfer which supports Transportation Disadvantages services. Staff will present a budget
amendment to appropriate match funds simultaneous to presentation of a grant contract if this grant is
awarded.
LEGAL CONSIDERATIONS: The Board will have the opportunity to accept or reject the funds if the
grant is approved. Accordingly,this Office has no issue with respect to the legality of this request, which
is appropriate for Board action and requires a majority vote for Board action. -JAB
GROWTH MANAGEMENT IMPACT: This item has no growth management impacts.
RECOMMENDATION: That the Board of County Commissioners provides after the fact approval for
the submittal of the attached Shirley Conroy Rural Area Capital Assistance Support Grant application in
the amount of $123,040 for the purchase of a Real Time Notification System and a web/mobile
application for the paratransit system.
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16.D.12
09/13/2016
Prepared by: Yousi Cardeso, Operations Analyst, PINE
ATTACHMENT(S)
1.Application signed by CM (PDF)
2. CM MEMO 2016 08-02 FY16-17 Shirley Conroy APP (PDF)
3. Resolution EXH D-CAO stamped (PDF)
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16.D.12
09/13/2016
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.12
Item Summary: Recommendation to approve a Resolution and provide after the fact approval for
the submittal of Shirley Conroy Rural Area Capital Equipment Support Grant in the amount of$123,040
to the Florida Commission for Transportation Disadvantaged for the procurement of Real Time
Notification System and a Web/Mobile Application and authorize the Chairman of the Board to sign the
grant and all applicable documents.
Meeting Date: 09/13/2016
Prepared by:
Title: Operations Analyst—Public Transit&Neighborhood Enhancement
Name: Yousi Cardeso
08/04/2016 4:58 PM
Submitted by:
Title: Division Director-Pub Tran&Nbrhd Enh—Public Transit&Neighborhood Enhancement
Name: Michelle Arnold
08/04/2016 4:58 PM
Approved By:
Review:
Public Services Department Amanda O.Townsend Level 1 Add Division Reviewer Completed 08/05/2016 12:19 PM
Public Transit&Neighborhood Enhancement Caroline Soto Level 1 Add Division ReviewerCompleted
Public Transit&Neighborhood Enhancement Michelle Arnold Level 1 Add Division ReviewerCompleted
Public Services Department Hailey Margarita Alonso Level 1 Division Reviewer Completed 08/11/2016 12:09 PM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 08/11/2016 1:47 PM
County Attorneys Office Jennifer Belpedio Level 2 Attorney of Record Review Completed 08/15/2016 10:50 AM
Grants Kimberly Lingar Level 2 Grants Review Completed 08/15/2016 11:00 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 08/15/2016 11:09 AM
County Attorneys Office Jeffrey A.Klatzkow Level 3 County Attorneys Office Review Completed 08/15/2016 5:05 PM
Grants Therese Stanley Level 3 OMB 1st Reviewer 1-4 Completed 08/26/2016 9:40 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 08/28/2016 9:24 AM
Board of County Commissioners MaryJo Brock Meeting Pending 09/13/2016 9:00 AM
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Commission for the Transportation Disadvantaged Y
Grant Application Form for
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the Shirley Conroy Rural Area
Capital Assistance Program Grant
1. DATE SUBMITTED:
2. LEGAL NAME OF APPLICANT: Collier County Board of County Commissioners
3. FEDERAL IDENTIFICATION NUMBER:59-6000558
4. REMITTANCE ADDRESS: 3229 East Tamiami Trail, Suite 103
5. CITY AND STATE: Naples, Fl ZIP CODE: 34112
6. CONTACT PERSON FOR THIS GRANT: Michelle Arnold
7. PHONE NUMBER: 239-252-5841 FAX NUMBER: 239-252-3929
8. E-MAIL ADDRESS: Michellearnold@colliergov.net
9. PROJECT LOCATION [County(ies)]: Collier County
10. PROPOSED START DATE: December 1, 2016 ENDING DATE: June 30, 2017
11. ESTIMATED PROJECT FUNDING REQUESTED:
Grant Funds $ 110,736.00
Local $ 12,304.00
TOTAL $ 123,040.00
Shirley Conroy Rural Area Capital Assistance Program Grant Application 1
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Ci 12. I hereby certify that this document has been duly authorized by the governing body of
us the applicant, and the applicant intends to complete the project, and to comply with any 0.
attached assurances if the assistance is awarded. 401
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Leo E. Ochs, Jr., County Manager
TYPED NAME OF AUTHORIZED REPRESENTATIVE AND TITLE
SIGNATURE OF AUTHORIZED' REPRESENTATIVE
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DATE
13. Local Coordinating Board Approval
I hereby certify that this grant has been reviewed in its entirety by the
Collier County Coordinating Board.
COORDINATING BOARD CHAIRPERSON'S SIGNATURE
DATE
Shirley Conroy Rural Area Capital Assistance Program Grant Application 2
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PROPOSED PROJECT FUNDING
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Project Description and Cost — Include a copy of the TRIPS vehicle order form used to °' J
determine price or quote received for other capital equipment to document cost.
Capital equipment - Prioritize based on need.
If vehicle, specify type of vehicle and fuel type
(gas, diesel, alternative)
1.Real time call notification service to provide $ 58,000.00
passengers trip reminder and vehicle arrival. It
will also allow passengers to confirm or cancel a
trip via the call.
2.Web/mobile application to allow passengers to $ 65,040.00
view the location of the bus so that they can be
ready when it arrives. It will also allow
passengers to schedule, cancel or confirm their
trips.
3. $
Total Project Cost $ 123,040.00
II. Funding Participation
A. Transportation Disadvantaged
Trust Funds (90%) * $ 110,736.00
B. Local Match (10%) * $ 12,304.00
C. Total Project Cost $ 123,040.00
* If REDI, include 100% of the total proiect cost on the Transportation Disadvantaged
Trust Funds line and "REDI" on the Local Match line.
Shirley Conroy Rural Area Capital Assistance Program Grant Application 3
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EXHIBIT C
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SCOPE
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Who:
Collier County Board of County Commissioners serves as the Community Transportation
Coordinator (CTC) for Collier County. These duties are provided by the Public Transit &
Neighborhood Enhancement (PTNE) Division, which include Collier Area Transit (CAT) and
Collier Area Paratransit (CAP). Collier County CTC is considered a complete brokerage,
contracting all fixed-route and paratransit operations to MV Transit and administration to MTM
Transportation. They operate as Collier Area Transit (CAT) and their staff obtains prior
authorization for all trips (ADA, and TD), schedules the trip(s) and invoices Collier County
Board of County Commissioners, PINE Division on a monthly basis.
Collier Area Transit operates nineteen routes on a fixed-route system which serves both the
rural and urban areas of the county. CAT provides paratransit door to door services with a
total of twenty six vehicles. The entire fleet is equipped with lifts that are compatible with the
Americans with Disabilities Act of 1990 (ADA).
Both transportation programs are provided under Collier Area Transit's Paratransit Program:
Americans with Disabilities Act (ADA), and Transportation Disadvantaged (TD). The ADA
program provides service to people who reside within 3/4 miles of an existing CAT bus route
and have transportation needs that fall within the service schedule of CAT, but cannot access
the bus system due to a disability. The TD program provides service to people residing in
areas where CAT bus routes are not available and have no other means of transportation.
CAT performs all the elements of coordination for the paratransit program in Collier County,
e.g., call intake, certification, eligibility, reservations, scheduling, transportation, reporting,
cost-sharing and information sharing. PTNE provides project oversight and administrative
support such as grant writing, planning, budgeting, and public information and also program
approval for all aspects of the Fixed and Paratransit programs.
What:
The transit industry is rapidly changing and is shifting "service" focused environment to a
"rider centric" environment. This means it is becoming increasing important to provide real
time information and access to the transit rider. Further there is a large push from FTA and
the industry in general to be inclusive of ail riders. To date many agencies have focused on
providing access to data and real time information solely on the fixed route rider and not on
the riders who arguably need it the most the paratransit ridership. Collier County paratransit
riders have requested access to automated systems that will amongst other things provide real
time bus arrival information, automated ride reminders, and access to web based tools to book
and cancel trip.
To that end, Collier County through the Shirley Conroy grant would like to implement a Real
time call notification service and Web/mobile application. These platforms would leverage our
existing technology infrastructure which manages and maintains our customer information and
provides automatic vehicle location and arrival predictions. Further, this proposed software is
a clear next step as an extension to the foundation of the existing technology and will
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information via mobile and website.
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Brief discription of the components that will be included as part of this project:
The Real time call notification service will provide; Floodgate Messaging - Custom/targeted o. I
announcements to inform customers (or specific groups of customers) of anticipated or known
service changes that will affect their scheduled trips (ie. inclement weather); Trip Reminder /
Confirmation - Automatically place trip reminder and confirmation calls to customers the night
before their scheduled trips and allow them to confirm and cancel the trip via the call.; Late
Arrival / Outbound Arrival Alerts — Automated outbound calls to customers when the system
determines that a scheduled pick-up will be late by more than an agency-specified threshold
(e.g. >15 minutes late). This will assist in less vehicle idling, shorter wait times and increase
in on time performance.
The Web/mobile application will provide; a Customer Web Based Portal — transit portal for trip
booking, trip confirmation, trip status, trip cancellation; Mobile Application for trip booking, trip
confirmation, Real Time trip status, trip cancellation.
These features will not only enhance rider engagement but will provide operational
enhancements. Other agency that have deployed such features have seen a great reduction in
no-shows, same day cancellations and complaints due to passengers having the information
need at there fingertips.
Where:
Collier Area Transit (CAT) provides services to urban and rural areas of Collier County. The
rural area of Collier County located in the northeast portion of the county covers Golden Gate
Estates and Immokalee. Rural Florida continues to have lower earned income, higher
unemployment, lower property values and fewer opportunities for employment. Located in
northeastern Collier County, the Immokalee community is located approximately 45 miles from
the County seat. The rural un-incorporated area is primarily agricultural but also includes a
rural area referred to as the Golden Gate Estates that incompasses larger rural lots that some
of the residents in Collier County find to be a more affordable option to housing than in the
urban area.
According to the US Census Bureau; the 2010 permanent population of Immokalee is 24,154.
However, the population nearly doubles during the winter months due to the agricultural
industry. This increase occurs when the harvest season for vegetables and citrus is at its peak.
This rural area is considered part of the Florida's Heartland Regional Economic Development
Initiative (FHREDI). This initiatve has been reorganized as Florida's Heartland Economic
Region of Opportunity, Inc. (FHERO) forcused on increasing the number of employment
opportunity in the region. Nearly half of the population is considered to be below poverty
level.
Immokalee has long been considered isolated from the coastal county both in location and
demographics. Immokalee's development is based on its agriculture resources, which made
Immokalee the leading producer of winter vegetables in the United States. However, as the
economics of agriculture changed, the social problems associated with low wages, an unskilled
labor force, and a transient multicultural population grew.
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o The economy of rural Southwest Florida has been and continues to be based primarily on
agriculture, which has not kept pace with job growth throughout the state of Florida.
Regionally, the major economic contributors are retirement, tourism, construction, agriculture
and the environment. Although tourism has a major impact on the regional urban economy, a
the Immokalee community has yet to reap the benefits from this industry.
When:
It is anticipated that Collier will commence this project in December 2016 and will complete by
June 2017.
How:
Collier County will perform a competitive procurement process to solicit bids in order to receive
the best value for the system.
Why:
Real Time Call Notification Service and Web/mobile application - Collier County strives to
provide excellent customer service to its customers. As the system grows the demand on
existing personnel increases. With a reducing budget it remains a challenge to continue to
provide quality customer service and operational productivity.
Collier County has an adequate phone system but it does not have the capability to effieciently
engage all of our passengers with reminders of their booked trip and/or provide estimated
arrival times. The purchase of aforementioned software with the following capabilities will
enhance customer service and operational productivity. The software program will provide
provide information on upcoming trips and give customers an easy means to cancel unwanted
reservations in advance of costly no-shows and late-cancellations. Costly no-shows and late-
cancellation not only affect operational productivity but may result in a rider being suspended
as result of chronic infraction, this system will provide the rider with a reminder of their
reserved trip. It will also give riders a friendly reminder of bus arrival which will reduce
uncertainty the passenger may have regarding their trip and dwell time which result in
unnecessary vehicle idling; including flood-gate messaging capabilities to allow large groups of
customers to receive user-defined calls regarding service changes or emergency events.
With the increase use of cellular devices the Web/mobile application will provide the riders
with real time information of their bus, book and cancel reservations. All these components will
reduce call volumes, hold times, abondan calls, and response times. This will be accomplished
because the passengers will have all the information they need at their finger tips. This will
allow our personnel the opporunity to provide an increased level of service to respond to
questions that cant be addressed through the application.
These systems will provide a means for all of our passengers to receive messages and view
trip status in a manner that can only be done effecientiy utilizing the software mentioned.
Status of 2014/2015 and 2015/2016 Grants:
For the last two years Collier County has been awarded the Shirley Conroy for the purchase of
a cutaway bus and an Mobility Venture vehicle. These have been purchased and are currently
in service.
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AUTHORIZING RESOLUTION
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STANDARD ASSURANCES
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The recipient hereby assures and certifies that:
(1) The recipient will comply with the federal, state, and local statutes, regulations,
executive orders, and administrative requirements which relate to discrimination on the
basis of race, color, creed, religion, sex, age, and handicap with respect to employment,
service provision, and procurement.
(2) Public and private for-profit, transit and paratransit operators have been or will be
afforded a fair and timely opportunity by the local recipient to participate to the
maximum extent feasible in the planning and provision of the proposed transportation
planning services.
(3) The recipient has the requisite fiscal, managerial, and legal capacity to carry out the
Transportation Disadvantaged Program and to receive and disburse State funds.
(4) The recipient intends to accomplish all tasks as identified in this grant application.
(5) The recipient is aware that the Shirley Conroy Rural Area Capital Assistance Program
Grant is a reimbursement grant. Reimbursement of funds will be approved for payment
upon receipt of a properly completed invoice with supporting documentation such as the
vendor's invoice preferably reflecting a zero balance due or a copy of the cancelled
check along with the vendor's invoice. If this project consists of a vehicle purchase, the
application for title reflecting the Commission as the first lienholder is also required.
(6) The recipient is aware that the approved project must be complete by June 30, 2017,
which means the equipment must be received by that date or reimbursement will not be
approved.
(7) Transportation Disadvantaged Trust Funds will not be used to supplant or replace
existing federal, state, or local government funds.
(8) All project equipment or vehicles shall meet or exceed the applicable criteria set forth in
the Florida Department of Transportation's Guidelines for Acquiring Vehicles on file with
the Commission on July 1, 2016, or criteria set forth by any other federal, state, or local
government agency.
(9) Capital equipment purchased through this grant shall comply with the recipient's
competitive procurement requirements or Chapter 287 and Chapter 427, Florida
Statutes.
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(10) If capital equipment is purchased through this grant, the demand response service
cci offered to individuals with disabilities, including individuals who use wheelchairs, is a
equivalent to the level and quality of service offered to individuals without disabilities.
Such service, when viewed in its entirety, is provided in the most integrated setting
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feasible and is equivalent with respect to:
(a) response time,
(b) fares,
(c) geographic service area,
(d) hours and days of service,
(e) restrictions on trip purpose,
(f) availability of information and reservation capability, and
(g) contracts on capacity or service availability.
In accordance with 49 CFR Part 37, public entities operating demand response systems for the
general public which receive financial assistance under 49 U.S.C. 5310 or 5311 of the Federal
Transit Administration (FTA) have filed a certification with the appropriate state program office
before procuring any inaccessible vehicle. Such public entities not receiving FTA funds have
also filed a certification with the appropriate program office. Such public entities receiving FTA
funds under any other section of the FTA have filed a certification with the appropriate FTA
regional office.
This certification is valid for no longer than the agreement period for which the grant
application is filed.
Date: C1, �' > ,4\fir Signature:
Name: �� tM r '
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Title: v ' ,�yr � — 'ti CA-41,4,
Shirley Conroy Rural Area Capital Assistance Program Grant Application 9
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Office of Management& Budget
Grant Application Reviewed and Approved by County
Man ,ordesign-e:
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C..• Manager
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TO: Leo Ochs.County Manager �� (date)
After-the-Fact Approval by the BCC is required at the
CC: Michelle Arnold, PTNE Director
September 13,2016 BCC meeting
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FROM:Joshua Thomas,Grants Support Specialist
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RE: County Manager review and approval of a 2016 Shirley Conroy Rural Area Capital Assistance
Grant application sponsored by the Commission for the Transportation Disadvantaged in the amount of ix)
$123,040.
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August 2, 2016
The Collier County Public Transit and Neighborhood Enhancement Division is applying for a 2016
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Shirley Conroy Rural Area Capital Assistance grant in order to implement a real time call notification
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service and Web/mobile application that would provide real time bus arrival information,automated ride
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reminders,and access to web based tools to book and cancel a trip. These platforms would leverage
existing technology and infrastructure which manages and maintains customer information and provides 7-
automatic vehicle location and arrival predictions. The real time call notification service will provide c
custom targeted announcements to inform customers of anticipated service changes that will affect their o
scheduled trips, provide trip reminders to customers the night before their scheduled trip,and automated
calls to customers when the system determines that a scheduled pick up time will be late by more than an (N,
agency specified threshold. The web/mobile component will provide a web based portal for trip booking, 0
trip confirmation,trip status,and trip cancellation. A mobile application will also be developed for trip
booking and real time trip status, and cancelation.This grant requires a 10%match in the amount of g
$12,304 and is available in Transportation Disadvantaged Fund 427. v
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The application is due August 15, 2016. Due to the BCC summer schedule,we are asking for your E
approval to submit the application, followed by After the Fact approval by the Board of County ra
Commissioners at the September 13, 2016 BCC meeting. Once you have reviewed the application,please
sign in the box above and in the areas marked throughout the application and call me for pickup at 239-
252-8989.
Thank you,and please let me know if you have any questions regarding this request.
it 44,
3299 Tarniami Trail East.Su to 201 .Napi;s.Florida 34112-5746^299-252-8973 FAX FAX 239-252-8828
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RESOLUTION
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A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COLLIER
COUNTY BOARD OF COUNTY COMMISSIONERS, APPROVING, AFTER-
THE-FACT,THE FILING OF AN APPLICATION FOR A SHIRLEY CONROY
RURAL AREA CAPITAL ASSISTANCE PROGRAM GRANT APPLICATION
WITH THE FLORIDA COMMISSION FOR THE TRANSPORTATION
DISADVANTAGED.
WHEREAS, this BOARD has the authority to file this Grant Application and to undertake a
transportation disadvantaged service project as authorized by Section 427.0159, Florida Statutes, and
Rule 41-2,Florida Administrative Code,
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD THAT:
1. The BOARD has the authority to file this grant application.
2. The BOARD authorizes and approves of staff's execution and filing of the Shirley Conroy Rural
Grant application on behalf of the Collier County Board of County Commissioners with the Florida
Commission for the Transportation Disadvantaged,
3. The BOARD'S Registered Agent in Florida is: Jeffrey A. Klatzkow, County Attorney. The registered
address is 3299 Tamiami Trail, Naples, Fl 34112.
4. The BOARD authorizes its Chairman to sign any and all agreements or contracts which are required
in connection with the application.
5. The BOARD authorizes the County Manager to sign any and all assurances, reimbursement invoices,
warranties, certifications and any other documents which may be required in connection with the
application or subsequent agreements.
THIS RESOLUTION IS ADOPTED this day of September, 2016, after motion, second and
majority vote in favor of adoption.
BOARD OF COUNTY COMMISSIONERS
Donna Fiala
Typed name of Chairperson
Signature of Chairperson
firloc eloa;
Approved as to form and legality
Assistant County Attorney CY' \\Le