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Item 8DAGENDA ITEM # 8D MARCH 24, 2008 CITY COMNIISSION MEETING STAFF REPORT AGENDA ITEM: Authorization for the Mayor to Sign an Agreement with the Atlantic Beach Public Arts Commission, Inc to take over Responsibility for Agreements with the City of Jacksonville and Artist for Purchase of Sculpture SUBMITTED BY: Jim Hanson, City Manager DATE: March 17, 2008 BACKGROUND: Recently, the City Commission approved the expenditure of city funds for purchase of a statue to be located at the Five Points Intersection. This project is presently underway based upon two agreements by the Atlantic Beach Public Arts Commission, Inc. (Arts Commission). These include an agreement with the City of Jacksonville to provide funding for $50,000 and an another with the artist to purchase and deliver the sculpture. City staff, in discussions with the City Attorney, the Jacksonville General Council's Office, and the Arts Commission, has concluded that the best way to complete the project is for the City of Atlantic Beach to take over most of the remaining responsibilities of the Arts Commission for this project. The one remaining responsibility of the Arts Commission will be to raise the remaining funds needed for installation of the statue once it is delivered to Atlantic Beach. To accomplish this transfer of responsibilities requires that two agreements be signed. The first is an amendment to the previous agreement between the Arts Commission and the City of Jacksonville to remove several provisions that will not longer be applicable, such as payment of taxes. This agreement is not to be signed by Atlantic Beach, but merely becomes an attachment to the second agreement. This second agreement is an "Assignment of Agreements" between Atlantic Beach and the Arts Commission. This agreement has been prepared by our City Attorney and is ready for the Mayor's execution. BUDGET: The total estimated cost for the purchase and installation of the sculpture is $115,000. The City of Jacksonville has already paid $50,000. The City of Atlantic Beach has agreed to put in $45,000. The remaining $20,000 is to be raised by the Atlantic Arts Commission. RECOMMENDATION: Authorize Mayor Meserve to execute the assignment of agreements on behalf of the City of Atlantic Beach. ATTACHMENT: 1) Assignment of Agreements AGENDA ITEM # 8D MARCH 24, 2008 PREPARED BY: Alan C. Jensen, Esquire P.O. BoY 50457 Jacksonville Beach, FL 32240 ASSIGNMENT OF AGREEMENTS THIS INDENTURE made and entered into this day of , 2008, by and between ATLANTIC BEACH PUBLIC ARTS COMMISSION, INC., a Florida not-for- profit corporation, ,Atlantic Beach, Florida 32233 (hereinafter "Assignor"), and CITY OF ATLANTIC BEACH, a Florida municipal corporation, 800 Seminole Road, Atlantic Beach, Florida 32233 (hereinafter "Assignee"). In consideration of the sum of Ten and 00/100 Dollars ($10.00), and other good and valuable consideration paid by Assignee, the ,receipt and sufficiency of which are hereby acknowledged, Assignor has granted, :assigned and transferred to Assignee all of its right, title and 1 interest in and to that certain A~reament Between City of Jacksonville and Atlantic Beach Public Arts Commission. Inc., dated March _, 2008, a copy of which is attached hereto as Exhibit "A", and that certain Agreement, dated May 2, 2007, between Kristen Visbal and Atlantic Beach Public Arts Commission, Inc., a copy of which is attached hereto as Exhibit "B". Assignor covenants that it is the lawful and sole owner of the interests assigned hereunder, that the interests assigned are free from all encumbrances, and that Assignor has performed all duties and obligations required of it under the terms and conditions of the Agreements. Assignee accepts the assignment of the Agreements attached hereto and agrees to perform all obligations to be performed by Assignor under the Agreements according to the terms and conditions stated therein, except that Assignor retains the responsibility for raising all additional funds necessary to pay the Project Costs as referenced in Exhibit "A" attached hereto. AGENDA ITEM # 8D MARCH 24, 2008 IN WITNESS WHEREOF, the parties have set their hands and seals on the date first above written. SIGNED AND SEALED IN OUR PRESENCE: Witness print name: Wifiess print name: Witness print name: Witness print name: ATLANTIC BEACH PUBLIC ARTS COMMISSION, INC. By:_ ItS CITY OF ATLANTIC BEACH, FLORIDA By: James R. Hanson, City Manager Attest: Donna Bussey, City Clerk AGENDA ITEM # 8D MARCH 24, 2008 AGREEMENT BETWEEN CITY OF JACKSONVILLE AND ATLANTIC BEACH PUBLIC ARTS COMMISSION, INC. THIS AGREEMENT (KAgreement"), by and between the CITY OF JACKSONVILLE, a municipal corporation and political subdivision of the State of Florida ("COJ") and the ATLANTIC BEACH PUBLIC ARTS COMMISSION, INC., a Florida not- for-profit corporation ("ABPAC"), is made and entered into this day of 2008, and is retroactive to October 1, 2007. ' WITNESSETH: WHEREAS, COJ has made funds available to ABPAC to provide funding for a portion of the costs to: (i) purchase a sculpture entitled In Search of Atlantis by Kristen Visbal (the "Sculpture"); (ii) prepaze the site for installation of the Sculpture; and (iii) install the Sculpture (collectively the "Project Costs"), all as more particularly described in Exhibit A hereto, such Sculpture to be located on the western end of the 300 block of Plaza. Drive in Frailer Pazk, at the five way stop, across the street from the Fire Department and City Hall, Atlantic Beach, Florida 32233, which property is owned by the City of Atlantic Beach and dedicated for public use ("Premises"); and WHEREAS, funds in the amount of $50,000.00 have been provided by COJ in accordance with § 106.315, Ordinance Code of City of Jacksonville ("Ordinance Code"), a copy of which is attached hereto and made a part hereof as Exhibit B (the "COJ Appropriation"), and have been paid to Kristen Visbal by ABPAC; and WHEREAS, the City of Atlantic Beach has agreed to provide funds in the amount of $45,00.00 to the Project Costs and ABPAC has assumed the responsibility for raising all additional funds necessary to pay the balance of the Project Costs, which is in excess of $15,000; now therefore IN CONSIDERATION of the mutual promises contained herein and for other good and sufficient consideration, the parties agree that: 1. Incorporation of Recitals. The above stated recitals are true and correct and, by this reference, are incorporated herein and made a part hereof. 2. Effective Date. This Agreement was made and entered into this day of is retroactive to October 1, 2007, and shall continue in full force and effect until installation of the Sculpture is complete, unless terminated earlier as provided in this Agreement. Page 1 of 8 AGENDA ITEM # 8D MARCH 24, 2008 3. Assistance with Purchasing Sculpture. COJ has provided $50,000, the full amount of the COJ Appropriation, to ABPAC with the understanding that COJ will not have any obligation to maintain, repair, or support the Sculpture during construction or at any time thereafter, and that COJ will have no ownership interest in the Scuplture whatsoever. 4. ABPAC Compliance. ABPAC shall comply with all federal, state, and local laws, rules, regulations, and ordinances in connection with the acquisition and installation of the Sculpture. ABPAC shall also comply with bond covenants and restrictions of COJ, as more specifically set forth in Section 9 of this Agreement, with respect to ABPAC's receipt of the COJ Appropriation under this Agreement. 5. COJ Representative. Pursuant to § 106.315(a)(2)(i), Ordinance Code, COJ's Department of Recreation and Community Services shall be responsible for overseeing, administering,., and implementing this Agreement. The contact person in the Department of Recreation and Community Services is Vanessa Price. 6. Accounting/Report. ABPAC shall provide the Department of Recreation and Community Services and the Council Auditor with a full accounting/report. Such accounting/report shall be in a form approved by the Council Auditor and shall include, but not be limited to, copies of all invoices and checks. Such accountinglreport shall be submitted within thirty (30) days after the day and year first above written and shall continue at thirty (30) day intervals until this Agreement expires or otherwise terminates. The parties agree that the COJ Appropriation shall be applied to the cost of the acquisition and installation of the Sculpture, which Project Costs are in excess of $115,000.00. Notwithstanding anything to the contrary in this Agreement, at any time during the term of this Agreement and for a period of two (2) years thereafter, the Council Auditor shall have the right to audit ABPAC's records with respect to all matters related to this Agreement. 7. Maximum Indebtedness. COJ shall be indebted under this Agreement to the maximum amount of $50,000.00, which sum has already been paid to ABPAC. 8. Indemnification. ABPAC shall hold harmless, indemnify and defend COJ, its officers, employees and elected officials against any claim, action, loss, damage, injury, liability, cost and expense, of whatever kind or nature (including, but not by way of limitation, attorneys fees, expert witness fees and court costs) arising out of injury (whether mental or corporeal) to persons, including death, or damage to property, arising out of or incidental to any negligent act or omission of ABPAC in its performance under this Agreement. 9. ABPAC Operations. ABPAC shall, at no additional cost or expense to COJ, operate and maintain the Premises as a public museum and such Premises shall be open and available to all residents and visitors to Jacksonville, with no discrimination on the basis of race, creed, color, sex, religion, national origin, marital status, age, disability or residence. Provided however, in the event that ABPAC ceases to operate in the foregoing manner, then COJ shall give notice of such default and if ABPAC does not cure such default then, and in such event, COJ shall be entitled to pursue any and all remedies in law or equity. Page2of8 AGENDA ITEM # 8D MARCH 24, 2008 10. ABPAC Responsibilities. ABPAC, or its designated successors or assigns, shall be solely responsible for all maintenance and repairs to the Sculpture at no additional cost to COJ including, but not limited to: (a) ABPAC shall maintain and keep the Sculpture in good repair and shall provide all required maintenance and repair of whatsoever kind or nature. (b) ABPAC, without limiting its liability hereunder, agrees to procure, keep and maintain adequate insurance types in coverage amounts as required by COJ's Risk Management Division. During the installation of the Sculpture, ABPAC will require any contractor to cazry and maintain all risk builders' risk insurance equal to the replacement cost value of the Sculpture which at no time will be less than the amount stated in Section 9 of this Agreement, naming COJ as an additional insured. Upon installation of the Sculpture, ABPAC will maintain all risk property insurance at replacement cost value, which at no time will be less than the contribution as defined in Section 7 of this Agreement. 11. Non-Waiver. The waiver, by either party, of any breach of this Agreement, by the other party, shall not be construed as a waiver of any subsequent breach of duty or covenant imposed by this Agreement. 12. Right of Entry. COJ, at reasonable times, has the right to enter into and upon the portion of the Premises for the purposes of viewing the same and of verifying compliance by ABPAC of its obligations under this Agreement. 13. ABPAC Default. If ABPAC shall neglect or fail to perform or observe any requirement or violate any provision of this Agreement and such default shall continue for a period of thirty (30) days after written notice thereof is given by COJ to ABPAC, then COJ may, immediately, or at any time thereafter, and without further notice or demand, terminate this Agreement. Upon such termination, COJ may pursue any and all remedies in law or equity. 14. Notices. All notices permitted or required under this Agreement shall be by certified mail return receipt requested, by hand delivery with a signed acknowledgement of receipt, or by facsimile transmission with a transmission acknowledgement indicating the transmission was completed: As to COJ: City of Jacksonville Department of Recreation and Community Services 851 North Mazket Street Jacksonville, Florida 32202 Attn: As to ABPAC: Atlantic Beach Public Arts Commission, Inc. 1970 Mipaula Court Atlantic Beach, Florida 32233 Attn: Paul Parsons Page 3 of 8 AGENDA ITEM # 8D MARCN 24, 2008 15. Actions of Mayor and Corporation Secretary. 'The Mayor and Corporation Secretary shall have the authority to terminate this Agreement under any circumstances in which COJ has a legal right to terminate this Agreement in accordance with the provisions hereof. 16. Construction of Agreement Terms. The parties agree that they have had meaningful discussion and/or negotiations of the provisions, terms and conditions contained in this Agreement. Therefore, doubtful or ambiguous provisions, if any, contained in this Agreement, shall not be construed against the party who physically prepazed this Agreement. 17. Entire Agreement. This Agreement represents the entire agreement by and between the parties concerning the receipt and expenditures of the funds specified herein. No agreement, statement, representation, course of action or course of statement, representation, or conduct by either of the parties hereto, or by their authorized representatives, shall be binding if it is not in writing and contained in this Agreement. This Agreement may be amended by written instrument signed by the parties or their lawfully authorized representatives. 18. Severability. If any section, paragraph, sentence or other part of this Agreement is declazed to be unenforceable or unlawful by a court of competent jurisdiction, then, in such event, such section, paragraph, sentence or other part shall be severed from this Agreement and shall not affect other terms and conditions herein. 19. Section/Paragraph Headings. All section/paragraph headings herein are provided for convenience only and shall not be used in the interpretation or construction of the Agreement. 20. Exhibits. All exhibits which aze attached hereto are incorporated into this Agreement as if fully set forth herein. 21. Governing Law/Venue. This Agreement shall be governed by the law of the State of Florida. Venue for litigation of this Agreement shall be in a court of competent jurisdiction in Jacksonville, Duval County, Florida. 22. Survival of Provisions. The provisions of Sections 6, 8, 9, 10 and 12 shall survive the termination of this Agreement. [SIGNATURES APPEAR ON THE FOLLOWING PAGE] IN WITNESS WHEREOF, the parties, by and through their lawfully authorized representatives have executed this Agreement on the day and year first above written. Page 4 of 8 AGENDA ITEM # 8D MARCH 24, 2008 ATTEST: By: Neill W. McArthur, Jr. Corporation Secretary ATTEST: Signature Type/Print Name Title CITY OF JACKSONVILLE By: John Peyton, Mayor ATLANTIC BEACH PUBLIC ARTS COMMISSION, INC. By: Signature Type/Print Name Title In compliance with the Charter of the City of Jacksonville, I do hereby certify that there is an unexpended, unencumbered, and unimpounded balance in the appropriation sufficient to cover the foregoing Agreement, and provision has been made for the payment of the monies provided therein to be paid. Director of Finance Form Approved: Office of General Counsel By: James R. McCain, Jr., Assistant General Counsel G:\Gov't OperationsUMCain\Contr~ts\CAB.Arts.ABPAC.doc Page 5 of 8 AGENDA ITEM # 8D MARCH 24, 2008 EXHIBIT A TO AGREEMENT BETWEEN CITY OF JACKSONVILLE AND ATLANTIC BEACH PUBLIC ARTS COMMISSION, INC. Exhibit A consists of two (2) pages attached hereto. Page one is that certain letter dated January 16, 2007 from Tracie Parsons to the Honorable Arthur Graham, which describes the project that is the subject of the Agreement. Page two is a drawing of the sculpture In Search of Atlantis by Kristen Visbal. Page 6 of 8 AGENDA ITEM # 8D MARCH 24, 2008 EXHIBIT B TO AGREEMENT BETWEEN CITY OF JACKSONVILLE AND ATLANTIC BEACH PUBLIC ARTS COMMISSION, INC. Section 106.315, Ordinance Code of the City of Jacksonville: Sec. 106.315. District Council expenditures. City funds ("funds"), which may from time to time be appropriated to District Council accounts for various projects ("project(s)" defined herein to be any operating or capital expenditure of city funds"), shall be governed by this Code Section's requirements for the expenditure of said funds. Furthermore, all balances remaining in district accounts (which includes the 1988 Bond Accounts, the Renaissance Bonds, the Ft. George Funds, the Saratoga Funds and Renaissance Park Maintenance Funds) as of October 1,2000, may also be expended in accordance with the guidelines in this Section. The balances in the District Bond Accounts, as shown in Exhibit A, shall be utilized for recreation or public works capital outlay and shall be available to the appropriate district for the next ten fiscal years. The ordinance appropriating funds to District Council accounts shall define the project (i.e. operating or capital) and specify the permitted use(s) of the funds (e.g. recreational and/or other uses) and shall specify theterm of the appropriation. Upon the expiration of the term, unexpended or unencumbered funds shall lapse into the Special Council Reserve Account. Except for projects undertaken by the city, all expenditures of funds shall be restricted to an organization ("organization" defined herein to be a legal entity making a contribution, whether monetary or otherwise, to the project) whose project is both open to the public and located upon public property ("public property" defined herein to include property leased to the city). In addition, uses of the funds shall be subject to the following requirements: (a) District Council funds of $100,000 or less shall be expended in accordance with the following procedures: (1) The District Council Member shall prepare a letter which provides funds to an organization or city department in an amount certain and describes the purpose of the project and the public benefits of the project and the contributions of the organization. A copy of the letter shall be delivered to the Mayor. (2) Based upon the letter, the Mayor is directed to process the request as follows: (i) Assign the project to the appropriate city department for project oversight and/or implementation; (ii) Prepare and process the appropriate budget and/or accounting and purchasing entries; and (iii) If the project is to be performed by an organization the Mayor shall prepare and execute a contract for the project requiring the organization to: 1. Complete the project in a time certain; Page ? of 8 AGENDA ITEM # 8D MARCH 24, 2008 2. Provide project accounting/reporting back to the oversight department and council auditor's office; 3. Comply with all applicable bond covenants/restrictions, ordinances, laws and regulations; 4. Return unused funds to the District Council Fund; 5. Provide for release of city funds to the organization on a draw for work done or cost reimbursement basis; and 6. Such other contract provisions as may be deemed appropriate or necessary by the Mayor. (b) District council expenditures up to $100,000 shall be exempt from compliance with Chapter 122, Part 6 (Capital Improvement Program). (c) District Council expenditures in excess of $100,000 shall, in addition to complying with the requirements of subsection (a) of this Section, require the District Council Member to obtain City Council approval as evidenced by an ordinance appropriating the District Council Funds to a specific project. 3Ord. 1999-786-E, § 1.3(g); Ord. 2000-1065-E, § 1; Ord. 2000-1211-E, § 1; Ord. 2006-185-E, § Page 8 of 8 AGENDA ITEM # 8D MARCH 24, 2008 ! ~ ~ Agreement Date: May 2, 2007 Client: City Of Atlantic Beach, Florida Address: 800 Seminole Road • Atlantic Beach• Florida • 32233-5445 Project Description: In Search Of Atlantis Bronze Life Size rendition of a young girl riding the back of a full size (48" shell) green sea turtle skimming over a giant, larger than life, clump of turtle grass. Modeling of miniature for digital enlargement and 20 resin casts of the maquette mounted on bonded marble bases, painted, sealed and packed in individual boxes. These boxes will be palletized for delivery. Approximate measurements of maquette- 15"H X 11 W X 8"D. Projected Dimensions Of Proposed Monument: 8'H X 6'W X 5-6'D Edition Size: 1 /One Of A Kind • Artist retains the right to reproduce 10 castings of the green turtle on either a different clump of grass or on elkhorn coral modeled to compliment the turtle. Patina: French Brown with green in the crevices or a hot green patina, both compatible with the salt air. To be determined at a later date. Work to be performed under this agreement by Kristen Visbal or agent/ foundry: Maquette Mold and Cast And Enlargement Mold and Cast Partial Digital Enlargement (Grass To Be Built Direct) Resin Casts and Finish Of Maquette Modeling Wax Cast Ceramic Shell Digital Enlargement Wax Chase Metal Chasing Rubber Mold Gating Patina 17618 vineyard lane levees 19958 ph302-645-9075 fx 302-645-7884 AGENDA ITEM # 8D MARCH 24, 2008 -2- It is understood that the City Of Atlantic Beach will provide a stable surface on which to install the work; concrete and/ or granite or some other suitable material. For example, granite, flagstone or brick veneer over concrete. Additional Expenses Mav Include 1. Stone Base: Absolute Black Granite Polished Round 48" Diameter x 18" High $ 6,000 (light gray is less expensive) 2. Delivery of Stone And Finished Bronze Casting 3. Installation: We need a crane and a good outdoor industrial epoxy and this could be handled by the city. Southern Monument of Jacksonville would be willing to install for you if you wish. 3. Lighting 4. Concrete Base to rest stone and/or sculpture on 5. Landscaping 6. Shipping Of Maquette Resins The artist will perform all services under this agreement in accordance with all applicable laws, ordinances, codes and regulations. The City Of Atlantic Beach agrees that they will notify the artist of such laws and ordinances and will acquire any approvals and permits required by state and local law for the work of art. Delivery Date: The estimated delivery date of this project is March/ April 2008. It is understood that this is an approximate delivery date and that delivery may not actually occur on this date and will depend on the completion date of the clay model as well as the production schedule of the foundry. It is likely to arrive earlier as well and the City will be notified well in advance of delivery. Cost and Payment Schedule: The cost of the work to be performed pursuant to this agreement is $98,150, tax inclusive. This total includes $3,000 to model the maquette, $4,900 for 20 resin casts of the maquette, and $90, 250 for the modeling, molding and casting of the enlarged sculpture. • $10,000 of these costs are due upon the signing of this agreement • $29,385 on approval of the clay maquette and commencement of enlargement • $29,385 is due upon completion of the enlarged model • $10,000 is due upon approval of the finished bronze • $19,380 is due at delivery 17618 vineyard lane levees 19958 ph302-645-9075 fx 302-645-7884 AGENDA ITEM # 8D MARCH 24, 2008 -3- Changes in Design or Materials• After this agreement has been signed by all parties, any changes in design or materials desired by the client will be considered by the artist. If the artist agrees to make such changes, there may be an additional charge and the changes will be the subject of a written amendment to this contract. It is understood, however that The City Of Atlantic Beach will have the opportunity to make subtle changes at the maquette stage of the clay model and that the artist, Kristen Visbat will do everything in her power to provide the The City Of Atlantic Beach with the best possible product and shall take all reasonable steps to coordinate the artist's work with the work of The City Of Atlantic Beach or of a third party on the project (installation agent/ architect). Progress Reports: Once commencement of the work has begun, the artist, Kristen Visbat, will provide the City Of Atlantic Beach with monthly progress reports in a verbal or written format. Documentation And Approval• Photographs of the clay model maquette and enlarged clay model will be provided to the The City Of Atlantic Beach or, an agent from The City Of Atlantic Beach may elect to approve the work in person. In addition, the artist, Kristen Visbat will provide the City Of Atlantic Beach with professional photographic documentation in the form of at least three photographs from three angles of the work and an image disc. Mold Ownership• The mold for In Search Of Atlantis will be destroyed after the completion and installation of the bronze except for the mold of the green sea turtle. If the City wishes, these molds can be delivered along with the sculpture. Kristen Visbat reserves the right to mold ownership for the maquette which will be offered as a limited edition bronze of 50 castings as well as the enlarged green sea turtle which will be retained to create a new work, limited edition of 9 with one Artist Proof. Guarantee of Workmanship• Kristen Visbat guarantees workmanship on this project up to one year from the date of delivery. Exhibition. Publishing and Promotion• The artist, Kristen Visbat, reserves the right to exhibit and use photographs of the maquette and enlarged versions of In Search Of Atlantis in promotional pieces, articles, or advertising. Copyright: The artist, Kristen Visbat, retains the right to the copyright and the design will be formally registered. However, the artist grants the City Of Atlantic Beach license to graphically depict the work in any non-commercial manner or media whatsoever to promote the City or the City's cultural programs. Credit: The City Of Atlantic Beach will install a plaque identifying the artist, title of work and the date installecT within 12 feet of the work or within a distance agreed upon by both parties. 17618 vineyard lane levees - 19958 ph302-645-9075 fx 302-645-7884 AGENDA ITEM # 8D MARCH 24, 2008 -4- Insurance: During the term of this Agreement, The City Of Atlantic Beach will be listed as additionally insured under the Artist's Business Insurance held by Hartford Insurance Company of San Antonio, Texas. The City Of Atlantic Beach will be provided with a Certificate Of Insurance once the agreement has been signed. Certificate Of Insurance will outline $1,000,000 Liability. In The Event Of Death Or Permanent Incapacity Of The Artist• The City Of Atlantic Beach shall pay the artist's estate or the artist the compensation payable for any services rendered prior to such termination not heretofore paid reduced by the amount of additional costs incurred by City Of Atlantic Beach by reason of such an event. Installation and Dedication Ceremony Kristen Visbal agrees to be present at installation of /n Search Of Atlantis, if requested, and will attend and speak at the dedication ceremony. The Agreement: This agreement constitutes the entire agreement between the parties and supersedes all prior understandings, agreements, or contracts, whether written or oral. It is agreed and understood that any representation, promise, condition, inducement or warranty, expressed or implied not included in writing in this agreement shall not be binding upon any party or qualification except as specifically modified in writing. The terms and conditions of this contract shall govern, not withstanding, any inconsistent or additional terms and conditions in any purchase, order, or other document submitted by the client or person responsible for payment. Signature constitutes agreement to be bound by the terms of this agreement: ~~• Date: l ~ ~7 `~ __ ,.. Date:` l ~ v Tracy Par~.cf~is Chairman, Atlantic Beach Public Art Committee 17618 vineyard lane levees 19958 ph302-645-9075 fx 302-645-7884