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HomeMy WebLinkAboutCityMgrForm.699.08-02-1972 •• .y . � '.. CITY MANAGER FORM ORDINANCE NO.� AN ORDINANCE APPROVING AND PROVZDING FOR THE EXECUTION OF A PROPO5ED URBAN PLANNING CONTRACT BETWEEN THE CITY OF CAPE GIRARDEAU, MIS50URI; 50UTHEA5T MISSOURI REGIONAL PLANNING COMNIIS5ION AND THE MISSOURI DEPARTMENT OF COMMUNITY AFFAIRS WHEREAS, under the provisions of Title VII, Section 701 of the Housing Act of T954, PubTic Law 560, 83rd Congress, Chapter 649 , 2nd 5ession, 68th Statute 590, funds are being made available by the Department of Housing and Urban Develop- ment;.;:for planning assistance, including among other things the preparation of a general plan, administrative control measures and other planning work in certain. communities of the 5tate of Missouri; and WHEREA5, the Legislature of the 5tate of Missouri has designated the Missouri Department of Community Affairs as the official Planning Agency in the 5tate and Community Affairs Planning and Development Act of 1967, Chapter 251 R5Mo 1967, Supp. ; and WHEREAS, the Southeast Missouri Regional Planning Commission (hereinafter referred to as "Commission") is an agency under the Missouri Department of Community Affair� (hereinafter referred to as "Planning Agency") and the Commission and Planning Agency desire to enter into an Urban Planning i` /_ � ` Gontract with the City of Cape Girardeau, Missouri, (hereinafter referred to as "City'°}�; and , WHEREA5, the City has given due consideration to said proposed Contract; and WHEREAS, the City is duly authorized, under and pursuant to the Constitution and laws of the State of Missouri, to enter into and execute such proposed Contract. NOW, THEREFORE, BE IT ORDAINED BY THE COUNGIL OF THE CITY OF CAPE GIRARDEAU, MISSOURI , P,5 FOLLOWS: SECTION l. The proposed Contract, designated "Urban Planning Contract" , a copy of which is attached hereto and ,;, , , . . � . . - 2 - incorporated as " Exhibit A", between the 5outheast Missouri Regional Planning Commission , Missouri Departmerit of Community Affairs, and the City of Cape Girardeau, Missouri , is hereby in all respects approved. SECTION 2 . The Mayor is hereby authorized and directed to execute said proposed Contract on behalf of the City of Cape Girardeau, Missouri, and the City Clerk is hereby authorized and directed to impress and attest the official seal of the City on said Contract and to supply such other documents relative to the approval and execution thereof as may be required by the Commission and Planning Agency. SECTION 3 . The City agrees to abide by all of the provisions, terms and conditions of said Contract. SECTION 4. This ordinance shall take effect ten days after its passage and approval. � PASSED AND APPROVED THIS � DAY OF � L�� , 1972 . ����`��� �� � '�'-0'?�'`7vl-e(. � i' � MA.YOR ATTEST: _� �� > ��l:c:��t- . �-�-�-� CITY CLERK URBAN PLANNING CONTRACT CITY OF CAPE GIRARDEAU, MISSOURI SOUTHEAST MISSOURI REGIONAL PLANNING COMMISSION and the t MISSOURI DEPARTMENT OF COMMUNITY AFFAIRS { i ----._' THIS AGREEMENT, entered into this day of 19 by and between the Missouri Department of Community Affairs, hereinafter referred to as the "Planning Agency" and the City of Cape Girardeau, IVlissouri hereinafter referred to as the "Municipality", and the Southeast Missouri Regional Planning Commission with principal offices located in Perryville, Mo. hereinafter refened to as the "Commission", witnesseth that: WHEREAS, under the provisions of Title VII, Section 701 of the Housing Act of 1954, Public Law 560, 83rd Congress, Chapter 649, 2nd Session, 68th Statute 590, approved the 2nd day of August 1954, as amended, (40 USC 461-462) hereinafter referred to as Section 701 of the Housing Act of 1954, funds are being made available by the Department of Housing and Urban Development for planning assistance, including among other things the preparation of a general plan, administrative control measures and other planning wark ii� certain communities of the State of Ndissouri, and; WHEREAS, the Legislature of the State of Missouri has designated the Missouri Department of Community Affairs as the official Planning Agency in the State and Community Affairs Planning and Development Act of 1967, Chapter 251, RSMo. 1967 Supp., and; WHEREAS, it is the intention of the Planning Agency to use the funds provided for under Section 701 of the Housing Act of 1954, as amended; NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and agreements hereinafter set forth, the parties hereto, and legally intending to be bound thereby, do covenant and agree for themselves and their respective successors and assigns as follows: ARTICLE I EMPLOYMENT AND DUTIES OF COMMISSION (a) The Planning Agency hereby agrees to engage the Commission and the Commission hereby agrees to do, perform, and carry out, in a professional manner as set out in Paragraph (c)Article IV the services set forth in "Scope of Services" as defined in the attached Appendix A (which is appended hereto and made a part of this contract) in connection with the project of the Planning Agency under the Urban Planning Grant Contract No.Mo.P-200/SA-216. (b) The Commission shall perform all the necessary services provided under this contract in connection with and respecting the following Municipality and tlle area, or areas herein called the "planning area": All of the unincorporated area within a two-mile radius of the present corporate limits of the City of Cape Girardeau, Missouri. (c) The Commission will furnish a professionally qualified person who shall be called the Planner-in-Charge. All of the services required hereunder shall be performed by the Planner-in-Charge or under his direction. The Planner-in-Charge shall furnish personal services and tin7e in the amount necessary to accomplish effectively the planning work proposed in this contract. The Commission shall secure at its own expense all personnel required to perform the services under this contract. Personnel performing or supervising the performance of engineering, architectural, legal or other similar professional services, who by Statute are to meet stated qualifications, shall be registered or licensed when so required. The Planner-in-Charge of the work program covered by this Contract shall be Thomas G. Tucker . In the event the Planner-in-Charge of this project shall die or otherwise become unavailable for any cause, the Commission will furnish another Planner-in-Charge subject to the approval of the Planning Agency. (d) None of the work or services covered by this contract shall be subcontracted without prior written approval of the Planning Agency. Page 1 of 6 pages EXNIBIT �A' (e) The scope of the work to be done under this contract shall be subject to modification and supplementation upon the written agreement of the duly authorized representatives of the contracting parties. However, should the contracting parties be unable to agree unanimously, then the recommendations of the Planning Agency shall prevail, such recommendations to be given in writing. No modification of the terms of this contract shall be made that would change the total contract price, unless such changes, including any increase or decrease in the amount of the Commission's compensation, are mutually agreed by and between the Planning Agency, the Commission and the Municipality and shall be incorporated in written amendments to this contract. (f) The activities of the Commission's staff and associates shall be fully coordinated with the activities of the Municipality's Planning Commission, the staff of said Planning Commission, and the Planning Agency. As the work of the Commission's staff and associates progresses, the Commission's advice on matters of immediate concern to the Municipality's Planning Commission and related to the specific program covered by this contract shall be made available to the Municipality's Planning Commission during the period of this Contract, but such advice shall not be required to be given if the time consumed in the giving thereof would impede progress of the specific work program covered by this contract. (g) The Planning Agency shall be the sole judge of the quality of the work performed. (h) The work accomplished by the Commission under this contract shall be reviewed by the Municipality's Planning Commission at such times as are considered necessary by the Planning Agency. The approval, disapproval, or suggestions of the IVlunicipality shall be reported in writing to the Planning Agency at such times as the Planning Agency may request, or as deemed necessary by the Municipality. (i) The Commission shall provide copies of all interim and final reports to the Planning Agency and the Municipality's Planning Commission, such reports to include textual material and maps. Five copies of interim reports shall be delivered when finished, but not later than the date specified in the Tabular Summary, and twenty-five copies of all final reports shall be delivered not later than the date of termination of this contract to the Planning Agency. Progress reports, as required by the Planning Agency, shall be made from time to time in amounts and in the farms specified by the Planning Agency. (j) All material developed or acquired by the Commission for work done under this contract shall become the property of the Municipality after final audit of the project by the Department of Housing and Urban Development. All such material shall not be released to the public prior to the termination of this contract without the prior written approval of the Municipality with the consent of the Planning Agency. (k) The Commission shall not assign any interest in this contract and shall not transfer any interest, whatsoever, in the same (whether by assignment or novation), without the prior written consent of the Planning Agency thereto; provided, however, that claims for money due or to become due the Commission from the Planning Agency under this contract may be assigned to a bank, trust company or other financial institution without such approval. Notice of any such assignment or transfer shall be furnished promptly to the Planning Agency. (1) Any reports, information, data, et cetera, to or prepared or assembled by the Commission under this contract which the Planning Agency requests to be kept as confidential shall not be made available to any individual or organization by the Commission without the prior written approval of the Planning Agency. (m) The Commission shall save harmless the State and the Municipality from all suits, actions, or claims brought on account of any injuries or damages sustained by any person or property in consequence of any neglect or misconduct by the Commission or any employee, or on account of any claims or amount recovered for any infringement of patent, trademark, or copyright, or from any claim or amounts arising or recovered under the "Workmen's Compensation Laws" or any other laws. The Commission shall not be released from such responsibility until all clainis have been settled and suitable evidence to the effect furnished the State Planning Agency. (n) The Commission will repay any grant payments which, at any time the project is audited or at the time of final audit, are determined to be ineligible under this grant contract. ARTICLE II MUNICIPALITY (a) The Municipality agrees to make available to the Commission all maps, records and data on file that will assist the Commission in the discharge of the services herein contracted. Page 2 of 6 pages (b) The Municipality, its officials and employees and the members of the Municipality's Planning Commission and the Municipality's Planning Commission's staff shall cooperate with the Commission and the Planning Agency in the discharge of their responsibilities under this contract and will be available for consultation with the Commission and the Planning Agency at such reasonable periods as not to conflict with their own responsibilities. (c) The Municipality agrees that the services of the Municipality's Attorney shall be used in preparing zoning and subdivision controls in the form af ordinances and/or regulations in accordance with applicable State Statutes and local legal requirements and in a form suitable for adoption by the City's Governing Body. (d) It is agreed between the parties that tlie Municipality shall cause to be paid to the Planning Agency the sum of $2,500.00 which monies represent the contribution by the Municipality for its portion of the project costs. The contribution provided herein shall be paid by the Municipality to the Planning Agency at the beginning of the project period. ARTICLE III FINANCIAL OBLIGATIONS OF THE PLANNING AGENCY (a) It is the understanding of all the parties to this contract that the Planning Agency, by joining in this contract, does riot pledge or promise to pledge the assets of the State of Missouri or of the Planning Agency or any other State Agency, nor does it promise to pay any part of the contract sum provided for in this agreement from any monies of the State of Missouri except such monies as shall have been granted and paid to the Planning Agency for this project by the Department of Housing and Urban Development of the United States Government, and such monies as shall have been contributed to the Planning Agency by the Municipality under the provisions of Article II of this contract. (b) It is further understood and agreed by the parties that in the event a contract is not concluded between the Planning Agency and the Department of Housing and Urban Development covering the project of which the Municipality is included, or should the Department of Housing and Urban Development for any reason disapprove this contract or refuse to make grant funds available to the State for the purpose of carrying out the intent of this contract, then this contract shall be void and shall not be binding on any of the parties hereto. ARTICLE IV DIRECTION OF WORK (a) The work done by the Commission's staff and associates and the Planner-in-Charge shall be under the supervision of the Commission or such a qualified person as shall be designated by the Commission and approved by the Planning Agency with concurrence of the Municipality. (b) In the aforesaid supervision, the Commission or its representatives shall act in complete harmony and coordination with the Municipality's Planning Commission and the Planning Agency. (c) In order that the Planning Agency may meet its obligations to the Federal Government with respect to supervision or program content and technical quality of the work to be performed by the Commission under this contract, the work to be done by the Commission under this contract shall be in conformance with the highest standards of comprehensive planning. (d) In the event of any disagreement between the Commission and either the Municipality or the Planning Agency, the recommendation of the Planning Agency shall prevail. ARTICLE V EQUAL EMPLOYMENT OPPORTUNITY In carrying out the project work the Commission will not discriminate against any employee or applicant for employment because of race, sex, religion, color or national origin. The Commission will take affirmative action to inst�re that applicants are employed, and that employees are treated during employment, without regard to their race, sex, religion, color or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Commission agrees to post in conspicuous places, available to employees and applicants for employment notices to be provided by the Planning Agency Page 3 of 6 pages setting forth the provisions of this nondiscrimination clause. The Commission will, in all solicitations or advertisements for employees placed by or on behalf of the Commission, state that all qualified applicants will receive consideration for employment without regard to race, sex, religion, color or national origin. The Commission shall include similar provisions in all subcontracts for services covered by this contract. ARTICLE VI INTEREST OF MEMBERS OF PLANNING AGF,NCY AND OTHERS No officer or employee of the Planning Agency or member of its governing body who exercises any function or responsibility in connection with the undertaking or carrying out of the project shall, prior to the completion of the project, voluntarily acquire any personal interest, direct or indirect, in any contract or proposed contract in connection with the project. If any such member, officer, or employee . presently has, or in the future involuntarily acquires any such personal interest, he shall immediately disclose such interest to the Planning Agency. Upon such disclosure such member, officer ar employee shall not participate in any action by the Planning Agency affecting the carrying out of the project. The Planning Agency shall promptly advise the Government of the facts and circumstances concerning any disclosure of interest made to it pursuant to this paragraph. No official or employee of the Planning Agency and no official or employee of the Municipality or of its governing body and no other public official of the locality or localities in which the project is situated or being carried out who exercises any functions or responsibilities in the review or approval of the undertaking or carrying out of the project shall, prior to the completion of the project, voluntarily acquire any personal interest, direct or indirect, in any contract or proposed contract in connection with the project. ARTICLE VIl INTEREST OF CONTRACTOR The Commission covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of its services hereunder. The Commission further covenants that in the performance of this contract no person having any such interest shall be employed. ARTICLE VIII OFFICIALS NOT TO BENEFIT No member of or delegate to the Congress of the United States of America shall be admitted to any share or part hereof or to any benefit to arise herefrom. ARTICLE IX IDENTIFICATION OF DOCUMENTS All reports, maps, and other documents completed as a part of this contract, other than documents exclusively for internal use within the Planning Agency shall carry the following notation on the front cover or title page (or, in the case of maps in the same block) containing the name of the Planning Agency: LJrban Planning Grant Project No.Mo.P-200/SA-216 . This planning project contracted through the Missouri Department of Community Affairs. The preparation of this report was financed in part through a comprehensive planning grant from the Department of Housing and Urban Development. together with the date (month and year) the document was prepared and the name of the municipality, metropolitan area, or other planning area concerned. ' ARTICLE X COPYRIGHT No reports, maps or other documents produced in whole or in part under this contract shall be the subject of an application for copyright by or on behalf of the Commission. Page 4 of 6 pages ARTICLE XI TERMINATION OF CONTRACT (a) The Commission shall have completed all work covered by this contract and this contract shall terminate as specified in the contract unless extended by mutual consent of the Planning Agency and the Commission and the Municipality. In the event that work is not completed by that date and mutual consent of the three parties for extension of the contract is not obtaitiable, the following procedures shall be followed: (1) if refusal to extend is by the Commission, paragraph (c} of this section shall apply, (2) if refusal to extend is by the Planning Section or the Municipality, paragraph (d) of this section shall apply. (b) This contract may be terminated prior to the expiration of the contract period mentioned by unanimous written agreement by the three parties to this contract, or; (c) If, through any cause, the Commission shall fail to fulfill in timely and proper manner its obligations under this contract, or if the Commission shall violate any of the covenants, agreements or stipulations of this contract, the Planning Agency shall thereupon have the right to terminate this contract by giving written notice to the Commission of such termination. In such event, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, reports, photographs, etc., prepared by the Commission under this contract shall, at the option of the Planning Agency, become the Planning Agency's property and tlie Commissio�i shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents. Notwithstanding the above, the Commission shall not be relieved of liability to the Planning Agency or the Municipality for damages sustained by the Planning Agency or the Municipality by virtue of any breach of the contract by the Commission and the Planning Agency may withhold any payments to the Commission for the purpose of setoff until such times as the exact amount of damages due the Planning Agency and the Municipality from the Commission is determined. (d) The Planning Agency may terminate this contract any time by a five-day notice in writing from the Planning Agency to the Commission. If the contract is terminated by the Planning Agency as provided herein, the Commission will be paid an amount which bears the same ratio to the total compensation as the services actually perfarmed bear to the total services of the Commission covered by this contract, less payments of compensation previously made. (e) The l�unicipality may request termination of this contract prior to its expiration, in writing to the Planning Agency. If such termination is agreed to, then cancellation shall be in conformance with the terms set forth in paragraph (d) of this Article. ARTICLE XII OFFICE SPACE The Municipality hereby agrees to make available to the Commission, without charge to the Commission or Planning Agency, the space needed for compiling data from city records and the Commission hereby agrees not to include any charge for such space in its fee. The space shall be furnished only with available furniture and shall not include special equipment. ARTICLE XIII TIME OF PERFORMANCE (a) The services of the Commission are to commence when notified in writing by the Planning Agency and 'shall be undertaken in such sequence as to assure their expeditious completion in the light of the purposes of this contract, but in any event all of the services required hereunder shall be completed and submitted to the Municipality and the Planning Agency on or before the expiration of twelve (12) consecutive calendar months following the date of this contract. (b) Costs incurred before the execution of the contract may be considered as eligible project costs provided they are incurred in conformity with the provisions of this contract. (c) For the purposes of review, the work completed under this contract will be divided into quarters. At the end of each quarter the program monitor, representing the Planning Agency, must approve the progress of work for that quarter in order that the program may continue to proceed fiscally into the next quarter. Page 5 of 6 pages t '. � .w a � , • n� ' � , / . . ` � . '�! r:'�f ARTICLE XIV COMPENSATION TO COMMISSION (a) The Planning Agency agrees to pay the Commission the total sum of Ten Thousand Dollars ($10,000.00) for the above services, which includes payment for all travel and subsistence expenses incurred in the performance of said services. (b) The Planning Agency will pay to the Commission the amount or amounts set forth in paragraph (a) which shall constitute full and complete compensation for the Commission's services hereunder. Such sums will be paid in the manner described in Appendix B, which is appended hereto and made a part of this contract, in every case, subject to receipt of a requisition for payment from the Commission specifying that it has performed the work under this contract in conformance with the contract and that it is entitled to receive the amount requisitioned under the terms of the contract. (c) It is expressly understood and agreed that in no event will the total compensation and reimbursement, if any, to be paid hereunder exceed the maximum sum of $10,000.00 for all the services required. IN WITNESS WHEREOF, the parties hereto have executed this agreement the day and year first above written. STATE OF MISSOURI DEPARTMENT OF COMMUNITY AFFAIRS Planning Agency CITY OF CAPE GIRARDEAU By � ` Director By Mayor � Approved as to form and legal authority of the �� Gepartment of Community Affairs. Attest: � City Clerk By Acting General Counsel SOUTHEAST MISSOURI REGIONAL PLANNING COMMISSION Date By Chairman Page 6 of 6 pages � .. APPENDIX A Scope of Services This appendix is appended to and made a part of the contract by and a between the State of Missouri Department of Community Affairs , the City of Cape Girardeau, Missouri , and the Southeast Missouri Regional Plan- ning Commission for the preparation of an Extra-Territorial Comprehensive Plan for the unincorporated area within a two-mile radius of the present corporate limits of the City of Cape Girardeau, Missouri ; said contract being dated , 1972 . The Planner shall do, perform, and carry out in a satisfactory and proper manner, as determined by the Planning Agency, the following services : A. Community Organization The mayor and the local legislative body of the City of Cape Girardeau will appoint a Citizen Advisory Committee, made up of representatives from various citizen groups and other persons interested in the development of the communit_y, for the purpose of working with the City Planning Commission in the preparation of the Extra-Territorial Comprehensive Plan. The Planner and the City Planning Commission will use the Advisory Committee, and its meetings , as an educational forum to instruct members of the Advisory Committee and the Planning Commission in modern methods of city , area, and regional planning used to solve community problems . B. Initial Housin� Element An Initial Housing Element will be undertaken as a part of the Extra-Territorial Comprehensive Plan. This study will identify the various housing and housing related problems , examine obstacles preventing or hindering solutions of these problems , set forth housing objectives for the community covering a three-to-five year period, and spell out planning activities to be undertaken in the planning period. In the housing stud_y, recommendations will be made as to implement- ing action necessary from both the public and private sectors of the community. The housing study will be coordinated with all of the activities taking place in the planning process and tailored to the powers and activities of the City of Cape Girardeau , recog- nizing the needs of the community, including low income and minority needs . The study will be designed to achieve implementation of the specific housing objectives and will take into account existing and needed resources and powers to implement these objectives . C. Basic Data Survey The planner will gather, analyze , and update such basic data as generalized population characteristics and growth, business and industrial activity , economic factors , employment and income levels, public utility services , governmental and community facilities , educational facilities , and other background information such as existing City and County Comprehensive Plans pertinent to developing Page 1 of 3 pages , ,� . the Extra-Territorial Comprehensive Plan . These factors will be related to area and regional development as well as to local commu- nity needs . A twenty (20 ) year population forecast shall be pre- pared by the Planner. D. Major Street and Road Inventory A survey of the study area, determining classification , physical conditions , and parking restrictions on all major streets and roads, will be conducted. There will be an analysis of this data with recommendations for improvements to existing streets and roads and the establishment of new streets and roads at standards which will provide the transportation facilities required to service the area and future development of the area. This study will be in a narrative form. E. Community Facilities Survey An inventory of community facilities includin� all public buildings and land will be undertaken. The facilities to be inventoried are as follows : l. Community buildings (administrative offices , police and fire stations , and other activity centers ) 2 . Neighborhood and community parks 3. Utilities (public) F. Existing Land Use Survey This survey will determine the current use of the land within the planning area. The data will include classification of land use and will be illustrated on an up-to-date base map. The lanc� use survey will be of a genera.lized nature . G. Annexation Feasibility Study (If Appli.cable) A study of possible areas for annexation to the City will be made . This study will include information on gains or losses that may result from annexation and will estimate in monetary terms the general amounts the City could expect to expend for municipal services and facilities in annexed areas and the increase in tax revenue it could anticipate receiving from annexed areas . Recom- mendations for city limits extensions will be made based on eco- nomic, social, and physical development patterns and opportunities . H. Comprehensive Plan After evaluation of all factors which are expected to influence the future growth of the community, a Comprehensive Plan will be prepared. The Comprehensive Plan will indicate the long range land use pattern (20 years) which is jud�ed to be most conductive to a healthy living and working environment and is within the capa- bilities of the natural landscape which will eventually be developed. The future land use plan will include maps indicating areas proposed for usage .for residential , commercial, indust 'rial and/or manufactur- ing, parks and open space, and public and quasi-public purposes . A narrative discussion will be a part of the future land use plan . The Comprehensive Plan will include other recommendations for future development of the study area, incltidin� a recommended transportation system, utility systems , and other public facilities normally deemed necessary by the public in general . Page 2 of 3 pages � �e The Comprehensive Plan will include discussion of and recommendations for policies , standards , and practices for the future development of the study area consistent with local zoning and subdivision regulations . I. Zoning and Subdivision Regulations Revised zoning ordinances and subdivision regulations will be drafted for the City of Cape Girardeau. All zoning recommendations will be made by the Planner, as will subdivision contr.ol regulations includ- ing standards for subdivision development , design and improvement. These recommendations will be prepared and presented to the Plan- ning Commission and the City Council for their consideration. J. Capital Improvements Recommendations The Planner will assist the Planning Commission in identifying specific goals and objectives to be used in the development of a capital improvements program to translate the physical needs of growth into a schedule of costs and timing. A general capital improvements program will include : l. A listing of projects by priority 2 . Allocation of costs per project 3. A time schedule for project completions K. Plan Implementation Implementation of the Comprehensive Plan will require that the Planning Commission identify planning goals and objectives for the future development of the community . Implementation of the Comprehensive Plan will also require public understanding and public approval of the plans . To achieve this , the Planner will work with the Planning Commission to develop methods and programs for involving residents of all segments o.f. the community in the development of goals and in the planning process . The public should be encouraged to attend specific meetings of the Planning Commission during the preparation of the Comprehensive Plan . Such meetings will be held for the purpose of discussion of the material prepared for the Comprehensive Plan . It is estimated that a minimum of twelve (12 ) meetings �aill be required during the preparation of the Comprehensive Plan and the total planning program described above will require twelve (12 ) months to complete. L. Reports and Distribution The Planner shall provide a minimum of 100 copies of the Comprehensive Extra-Territorial Plan to the City of Cape Girardeau. He shall pro- vide an additional and sufficient number of copies of all reports prepared under this contract to meet distribution requirements as set forth in HUD Handbook II (CPM 6042 . 1A) , July 1971 , Chapter 4 , Section 2 , Paragraph 67a (6 ) , ( 7) and (8 ) . A eopy of the transmittal cover of the above distribution will be forwarded to the Department of Community Affairs . The Planner shall provide five copies of all reports to the Department of Community Affairs not later than the expiration date of this contract . Page 3 of 3 pages �* ' . , , _ . APPEi1DIX B Method of Payment This appendix is appended to and made a part of the contract by and be- tween the State of Missouri , Departmer.t of Community Affairs , the City of Cape Girardeau, Missouri , and the Southeast Missouri Regional Plan- ning Commission, for the preparation of an Extra-Territorial Comprehen- sive Plan for the unincorporated area within a two-mile radius of the present corporate limits of the City of Cape Girardeau, Missouri ; said contract being dated , 1g72 . The Planning Agency will pay to the Commission a maximum sum of $10 ,000 which shall constitute full and complete compensation for the Commission's services hereunder. Such sum will be paid in the followin� manner, in every case , subject to receipt of a requisition for payment from the Commission specifying that it has performed the work under this contract, in conformance with the contract , and that it is entitled to receive the amount requisitioned under the terms of the contract. The Commission shall keep an accurate record of costs incurred by it in connection with any work or activity undertaken pursuant to this contract , and all such books and accounts shall be opened to inspection by the Planning Agency or its authorized representative at any time . Costs of the Commission to be reflected in such books of account and acerued as program cost in connection with this contract shall include the following: (1) all salaries and wages , including FICA of all staff personnel employed by the Commission and assi�ned to the work program stipulated in this contract ; (2) actual costs incurred for expendable office supplies which are related to, and necessary for, the satisfactory completion of this project ; ( 3) actual costs incurred in long distance telephone calls which are related to, and necessary for, the satisfactor_y completion of this project ; (4) costs incurred for travel away from the Commission 's office which are related to, and necessary for, the satisfactory completion of this project. Travel shall be by private auto; compensation for the use of the private auto shall be at the rate of 10 cents per mile . All travel shall be related to , and necessary for, the satisfactory completion of this project . The Commission shall supply the Planning A�ency with a monthly invoice and requisition for payment which shall show the person, rate and number of days in the phase of the planning project in which each member of the technical staff has been workin� and costs incurred for expendable office supplies , postage, long distance telephone calls , printing , and for travel and subsistence. This monthly invoice shall be substantiated by the following : (1) copies of all actual invoices for all expendable office supplies , postage and printing; (2) the amount, date and the city and Person called by all long distance telephone calls ; ( 3 ) copies of all expense accounts which show that payment was made for the use of the private auto and that payment was made for subsistence . The costs of services shall be based on a weighted salary rate paid to each employee. Hourly salary rates shall be computed by using the annual salary of the employee plus FICA divided by the net total number of hours annually which is computed by taking 2080 hours gross and deducting the appropriate number of hours for vacation leave , holidays , an d the average number of sick days taken by the Commission staff during the past year. Compensation to the Commission shall be made in thirteen ( 13 ) payments as follows : Following approval and execution of this contract , each Page 1 of 2 pages . c . � , , .' .. month for 12 months , the Commission shall provide the Planning A�ency with a monthly invoice and requisition as set forth above . Upon approval by the Planning Agency and the City of Cape Girardeau Planning Commission of the requisition submitted, the sum not to exceed the actual monthly expenditure necessary for satisfactory completion of the project over the 12 month period shall be paid to the Commission unless expenditures reach 90% of the total contract cost prior to the duration of the 12 month period. The 13th payment, composed of the remaining 10 per cent of the contract cost $1 ,000 .00 , will be paid to the Commission after approval of the work product by the Planning Agency and the signing of the Release Agreement by the Commission relative to repayment of ineligible costs as determined, if any, at the time of the federal audit of the project by the Department of Housing and Urban Development. It is expressly understood and agreed that in no event will the total compensation and reimbursement, if any, to be paid hereunder exceed the maximum sum of $10 ,000 . 00 for all of the services required. r Page 2 of 2 pages �,,,���..