Item C28 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 16, 2009 Division: Public Works
Bulk Item: Yes X No _ Department: Facilities Maintenance
Staff Contact Person:John W. King, 292-4531
AGENDA ITEM WORDING: Approval to execute an Interlocal Agreement with the City of
Marathon for utilization of the County meeting room in Marathon for 24 City Council meetings.
ITEM BACKGROUND: On September 30, 2009, the Interlocal Agreement with the City of
Marathon for use of the Marathon meeting room expires. The City of Marathon would like to enter
into an agreement with Monroe County for the period October 1, 2009 through September 30, 2010, to
use the Marathon meeting room for 24 City Council meetings.
PREVIOUS RELEVANT BOCC ACTION: At the November 19, 2008, the BOCC approved the
current Interlocal Agreement;
CONTRACT/AGREEMENT CHANGES: new agreement.
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: Revenue INDIRECT COSTS BUDGETED: Yes N/A No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: N/A SOURCE OF FUNDS: N/A
REVENUE PRODUCING: Yes XA No_ AMOUNT PER MONTH$_Year$16,631.05 approx
APPROVED BY: County Attyur ing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM#
Revised 7/09
M E M O R A N D U M
DATE: August 18, 2009
TO: Dent Pierce, Division Director
Public Works
FROM: John W. King, Sr. Director
Lower Keys Operations
RE: Agenda Item— September 16, 2009 BOCC Meeting
City of Marathon Use of Meeting Room—Marathon
Government Center
On September 30, 2009, the Interlocal Agreement with the City of Marathon for use of the
Marathon meeting room expires. The City of Marathon would like to enter into an
agreement with Monroe County for the period October 1, 2009 through September 30,
2010 to use the Marathon meeting room for City Council meetings.
I hereby request approval to execute an Interlocal Agreement with the City of Marathon for
utilization of the County meeting room at the Marathon Government Center.
JWK/jbw
Enclosures
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: City of Marathon Contract#
Effective Date: 10/01/09
Expiration Date: 09/30/10
Contract Purpose/Description:
Interlocal Agreement for the Use of the Meeting Room at the Marathon Government
Center for the period October 2008 through September 2009 for City Council meetings
Contract Manager: Jo B. Walters 4549 Facilities Maint/Stop#1
(Name) (Ext.) (Department/Stop#)
for BOCC meeting on 09/16/09 Agenda Deadline: 09/01/09
CONTRACT COSTS /REVENUE
approx
Total Dollar Value of Contract: $ REVENUE Current Year Portion: $16,631.05
Budgeted? Yes❑ No ❑ Account Codes: - - - -
Grant: $ N/A - - - -
County Match: $ N/A - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (e .maintenance,utilities, janitorial,salaries,etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed R viewer
Division Director Yes❑NoE:�/— (�
Ris Manage ent� Yes❑ No -�M
r�
O.M.B./Purc asking 011 Yes❑Noc� /-q12-WCQ-
County Attorney q*� Yes❑No
Comments:
OMB Form Revised 2/27/01 MCP#2
INTERLOCAL AGREEMENT FOR THE USE OF THE MEETING ROOM
AT THE MARATHON GOVERNMENT CENTER
Fiscal Year 2009 -2010
THIS INTERLOCAL AGREEMENT is entered into pursuant to Sec. 163.01, FS, by
and between MONROE COUNTY, a political subdivision of the State of Florida, whose
address is 1100 Simonton Street, Key West, FL 33040, hereafter County, and the CITY OF
MARATHON, a municipal corporation, whose address is 9805 Overseas Highway, Marathon,
FL 33050, hereafter City.
WHEREAS, the County has a meeting room at the Marathon Government Center with
the technical facilities to enable meetings to be cablecast;
WHEREAS, the County desires to permit the City to use the County meeting room;
now therefore
IN CONSIDERATION of the mutual promises and covenants set forth below, the
parties agree as follows:
Section 1.
a) The County authorizes the City to hold 24 City Council meetings during the
period October 1, 2009 through September 30, 2010 at the Marathon
Government Center meeting room with each meeting approximately two
weeks apart. The City must coordinate meeting dates with the Facilities
Maintenance office so that no County/City schedule overlap occurs. The City
will provide the meeting schedule prior to October 1, 2009. If a schedule
conflict between a City Council meeting and a meeting of the County
Commission, County Planning Commission, County Code Enforcement
hearing or County Contractors Examining Board does occur, then the County
meeting or hearing will take precedence.
b) The County will televise live the City Council meetings, unless there is a
meeting of the County Commission, County Planning Commission, County
Code Enforcement hearing, County Contractors Examining Board or similar
organization going on at the same time. If there is a County meeting or hearing
going on, then the City Council meeting will be postponed until the County
meeting or hearing has concluded. The City Council meeting will be televised
live on Channel 76 as soon as the County meeting or hearing is concluded.
c) Except as provided in Sec. l(b), the County will replay each City Council
meeting tape one time before the next City Council meeting. The City may
request a specific time and date for each replay through the Technical Services
office which shall accommodate the City's request unless the time requested
by the City would conflict with a live telecast of a County meeting or hearing.
d) The County will furnish the City one video tape copy of each City Council
meeting.
Section 2.
From the effective date of this Agreement, until September 30, 2010, the City shall
pay the County $230.99 per hour for each of the 24 City Council meetings to be held
at the Marathon Government Center, televised live (if there is no conflict with a
county meeting or hearing), meeting video tapes, and one replay on Channel 76 of
each meeting. The amount shall be paid quarterly based on the number of meetings
held during such quarter. If the City Council holds meetings in excess of 24 during
the period of October 1, 2009 through September 30, 2010, and desires that the extra
meetings be held at the Marathon Government Center pursuant to this Agreement,
then the City must pay the County an additional $230.99 per hour for each meeting
held. If this Agreement is extended for subsequent years after September 30, 2010,
then for each year thereafter the fee will be adjusted to reflect changes in County
costs.
Section 3.
The term of the Agreement is from October 1, 2009 through September 30, 2010.
Either party may terminate this Agreement without penalty upon thirty (30) days'
prior written notice.
Section 4.
The parties to this agreement stipulate that each is a state governmental agency as
defined by Florida Statutes and represents to the other that it has purchases suitable
Public Liability, Vehicle Liability, and Workers' Compensation insurance, or is self-
insured, in amounts adequate to respond to any and all claims within the limitations of
Florida Statute 768.28 and 440, arising out of the activities governed by this
agreement.
Each party shall be responsible for any acts of negligence on the part of its employees,
agents, contractors, and subcontractors and shall defend, indemnify and hold the other
party harmless from all claims arising out of such actions.
Section 5.
This agreement will take effect when executed certified copies are filed in the Office
of the Clerk of the Sixteenth Judicial Circuit and in the Office of the Clerk of the City
of Marathon, Florida.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals on the date set
forth below.
(SEAL) BOARD OF COUNTY COMMISSIONERS
ATTEST: DANNY L.KOLHAGE,CLERK OF MONROE COUNTY,FLORIDA
By By
Deputy Clerk Mayor/Chairperson
Date
ATTEST: CITY OF MARATHON, FLORIDA
Clerk ��t cOurd CYBj
Date p OVEN F;JRlvl. ara Mayor
_S�TANT OUNTY ATTORNEY
Date