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TERMS OF ENGAGEMENT
We appreciate your decision to retain Clark, Partington, Hart, Larry, Bond & Stackhouse as your legal counsel. This document explains how we work, our obligations to you, your obligations to us, what we will do on your behalf, and how our charges will be determined and billed. Experience has shown that an understanding of these matters will contribute to a better relationship between us, and that in turn makes our efforts more productive. Our engagement and the services that we will provide to you are limited to the matter identified in the accompanying letter. Any changes in the scope of our representation as described in the letter must be approved in writing. We will provide services of a strictly legal nature related to the matters described in that letter. You will provide us with the factual information and materials we require to perform the services identified in the letter, and you will make such business or technical decisions and determinations as are appropriate. You will not rely on us for business, investment or accounting decisions, or expect us to investigate the character or credit of persons or entities with whom you may be dealing, unless otherwise specified in the letter. We cannot guarantee the outcome of any matter. Any expression of our professional judgment regarding your matter or the potential outcome is, of course, limited by our knowledge of the facts and based on the law at the time of expression. It is also subject to any unknown or uncertain factors or conditions beyond our control.
(A0801238.DOC )
{A0801238.DOC
CLARK, PARTINGTON, HART, LARRY, BOND & STACKHOUSE Terms of Engagement Page 3 of 5
We may request an advance cost deposit (in addition to the advance fee deposit) when we expect that we will be required to incur substantial costs on behalf of the client. Billing. We bill periodically throughout the engagement for a particular matter, and our periodic statements are due when rendered. If our fees are based primarily on the amount of our time devoted to the matter, our statements will be rendered monthly. In instances in which we represent more than one person with respect to a matter, each person that we represent is jointly and severally liable for our fees and expenses with respect to the representation. Our statements contain a concise summary of each matter for which legal services are rendered and a fee is charged. If a statement remains unpaid for more than 30 days, you will likely be contacted by a representative of our firm inquiring why it is unpaid. Additionally, if a statement has not been paid within 30 days from its date, the firm may impose an interest charge of 1.25 percent per month (a 15 percent annual percentage rate) from the 30th day after the date of the statement until it is paid in full. Interest charges apply to specific monthly statements on an individual statement basis. Any payments made on past-due statements are applied first to the oldest outstanding statement. It is the firm's policy that if an invoice remains unpaid for more than 90 days, absent extraordinary circumstances and subject to legal ethics constraints, Clark, Partington Hart, Larry, Bond & Stackhouse's representation will cease and you hereby authorize us to withdraw from all representation of you. Any unapplied deposits will be applied to outstanding balances. Generally, the firm will not recommence its representation or accept new work from you until your account is brought current and a new deposit for fees and costs, in an amount that the firm determines, is paid to it. In addition, if you do not pay Clark, Partington Hart, Larry, Bond & Stackhouse's statements as they become due, the firm may require a substantial partial payment and delivery of an interest-bearing promissory note as part of any arrangement under which it may, in its discretion, agree to continue its representation. Any such promissory note will serve merely as evidence of your obligation, and shall not be regarded as payment. If allowed by applicable law, Clark, Partington, Hart, Larry, Bond & Stackhouse is entitled to reasonable attorneys' fees and court costs if collection activities are necessary. In addition, Clark, Partington, Hart, Larry, Bond & Stackhouse shall have all general, possessory or retaining liens, and all special or charging liens, recognized by law. Payment of our fees and costs is not contingent on the ultimate outcome of our representation, unless we have expressly agreed in writing to a contingent fee. Questions About Our Bills. We invite you to discuss freely with us any questions that you have concerning a fee charged for any matter. We want our clients to be satisfied with both the quality of our services and the reasonableness of the fees that we charge for those services. We will attempt to provide as much billing information as you require and in such customary form that you desire, and are willing to discuss with you any of the various billing formats we have available that best suits your needs.
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Termination
Upon completion of the matter to which this representation applies, or upon earlier termination of our relationship, the attorney-client relationship will end unless you and we have expressly agreed to a continuation with respect to other matters. We hope, of course, that such a continuation will be the case. The representation is terminable at will by either of us. The
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Your agreement to this engagement constitutes your acceptance of the foregoing terms and conditions. If any of them is unacceptable to you, please advise us now so that we can resolve any differences and proceed with a clear, complete, and consistent understanding of our relationship.
{A0801238.DOC
Bruce D. Partington Board Certified Construction Lawyer Direct (850) 432-1399 bpartington@cphlaw.com
April 3, 201 3 Mr. M. Clark Merritt, Jr. City of Pensacola P.O. Box 12910 Pensacola, FL 32521
Re:
CONFIDENTIAL PURSUANT TO 288.75, Fla. Stat. Project High Hat Project Stallion Project Festival
Dear Clark: This letter confirms that the City has retained this firm to assist you with various aspects of the referenced economic development projects. Thank you for this assignment. My normal hourly rate is $350, but because of our relationship, that rate has been discounted to $310.00 as we have done for prior work for the City. Richard Sherrill, who has handled a substantial amount of real estate work for the City and who is in a good position to assist with the ground leases and other related documents, has a typical hourly rate of $300, which we are discounting to $275. In the event that these projects involve work more efficiently done by a paralegal, his or her time will be billed at hourly rate of $125. Time will be billed in minimum increments of 0.1 hours, based upon actual time spent. We will try to ensure that each time entry fully describes the tasks accomplished; however, if you have any questions regarding an entry, please do not hesitate to ask for clarification. In the event that my normal hourly rate increases during the time that this file is open, you will be notified accordingly. Historically, our rates typically increase about 5% or less each year beginning on February 1. If our rates increase more than 5%, we will notify you accordingly. Sometimes it is appropriate for other attorneys in the firm to be involved in the matter for various reasons. This can range from an attorney with greater expertise in a particularly area than I have (for example, if a tax question came up), or because he or she might be able to perform tasks at a lower cost because of a lower rate, or because there might be scheduling conflicts which might slow down the case, which might be avoided by getting another attorney to cover a hearing or deposition. However, we try to be very careful and efficient regarding our
125 West Romana Street Suite 800 Pensacola Florida 32502
P.O. Box 13010 Pensacola, Florida 32591-3010
Phone (850) 434-9200 Fax (850) 432-7340
www.cphlaw.com
M. Clark Merritt, Jr. April 3, 2013 Page 2 staffing of cases to avoid unnecessary costs to you. If another attorney is needed for some aspect of the case, his or her time will be billed at their normal hourly rates which generally range from $150 to $250 per hour for associates, and $250 to $350 per hour for partners. Our monthly billing cutoff is on the fifteenth of each month, and bills are generally mailed soon after that. Bills are expected to be paid in full each month. Our firm will not require an advance deposit for fees or costs at this time because of our past relationships and with the City. In the unlikely event these matters proceed to litigation we may need to discuss a fee and/or cost advance deposit, and we reserve the right to require an advance deposit if we deem it prudent. In the event we do receive an advance deposit, a portion of it will be held as a cost retainer which will be applied to out of pocket costs (such as filing fees, court reporter fees, etc.) as they are incurred, and which may need to be replenished if or when it is exhausted. The remainder will be held in trust to apply to the final bill. Obviously, though, we cannot predict how the parties will respond or what will occur, so the amount of the advance deposit cannot and should not be considered an estimate of the total amount of fees and costs that could be incurred. Also, in the event that our billings are not timely paid, we have the right to require an advance deposit before proceeding further. We have the right to cease work and withdraw if our billings are not timely paid after notice to you that we are doing so. At the conclusion of our representation any balance remaining will be returned to you. Cost or expense bills from third parties which exceed $250 will be sent to you for direct payment. We will provide you with copies of all pleadings and written correspondence either generated or received by this office in order to keep you abreast of what is happening with these matters. We will also endeavor to provide you with copies of significant e-mail traffic, although we won't burden you with simple administrative or similar e-mails. Unless you receive a document with a cover letter or e-mail requesting that you do something, the document is being provided to you simply for your review and your file. With some exceptions, it is our customary practice now to send client copies via electronic mail. Please let us know if you would rather we send such documents via regular mail instead. Also, if there are persons other than you who should routinely receive copies, please let us know that. Because it is extremely important to us that all channels of communication between us and our clients remain open at all times, if you have any questions about a bill or the status of your matters, you should feel free to inquire. We also enclose for your reference our standardized Terms of Engagement. Please acknowledge your acceptance of the terms and conditions of this engagement by executing at the space provided below, and returning a fully executed copy of this letter to our office in the envelope provided herewith. Finally, as you know, we routinely have clients who have business matters or negotiations with the City. A prime example of this at the present time is Quint Studer and his related entities. The City has in the past, and presumably will continue to waive conflicts such as this as our engagement is limited to the matters described herein, and does not constitute a general and
CLARK PARTINGTON HART LARRY BOND & STACKHOUSE
M. Clark Merritt, Jr. April 3, 201 3 Page 3 unlimited representation of the City. Clearly, we cannot and would not be involved in representing the City in any matters relating to existing clients (such as Mr. Studer or his related entities). We look forward to assisting you, and are honored that you have chosen our firm to provide these legal services to the City of Pensacola.
BDP/Ilc Enclosures Acknowledged and accepted this CITY OF PENSACOLA C", day of 2013:
By:
Approved As To Content
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