Resolution 446-1987
-<=-
RESOLUTION NO. 446 -1987
A RESOLUTION AUTHORIZING THE MAYOR TO SIGN
AND EXECUTE, ON BEHALF OF MONROE COUNTY AN
INTERLOCAL AGREEMENT WITH THE PROPERTY
APPRAISER, THE FLORIDA KEYS AQUEDUCT AUTHORI-
TY, AND THE UTILITY BOARD OF THE CITY OF KEY
WEST (CITY ELECTRIC SYSTEMS) FOR THE PROVI-
SION OF COMPUTER BASED MAPPING SERVICES.
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA:
The Mayor of Monroe County, Florida, is hereby authorized to
sign and execute, on behalf of the County, an interlocal agree-
ment with the Monroe County Property Appraiser, the Florida Keys
Aqueduct Authority and the Utility Board of the City of Key West
(City Electric System) in order to provide for a computer based
mapping service, a public service of mutual benefit to all
parties to said agreement.
PASSED AND ADOPTED by the Board of County Commissioners of
Monroe County, Florida at a regular meeting of said Board, held
on the ~ day of ~"e.~ ht!!.r , A. D. 1987.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
BY~~'_.t
CHAIRMAN
(SEAL)
Attest: DANNY' 1.. KOLHAGE, Clerk
L2L ~fj).~
11PPROVED AS TO FORM
ANDLEGALSUFRC~NCY.
8y~~?2f!:~
AtNYncy's OffLe
INTERAGENCY AGREEMENT
Pursuant to Florida Statutes Section 163.01, this
Interagency
Agreement
is
entered
into
on
the
day of
, 1987, by and among
MONROE COUNTY, a political subdivision of the State of
Florida, hereinafter referred to as COUNTY; the MONROE
COUNTY PROPERTY APPRAISER, hereinafter referred to as MCPA;
the FLORIDA KEYS AQUEDUCT AUTHORITY, an agency created
pursuant to chapter 76-441, Laws of Florida, hereinafter
referred to as FKAA; and UTILITY BOARD OF THE CITY OF KEY
WEST,CITY ELECTRIC SYSTEM, hereinafter referred to as CES;
the parties, hereinafter at times collectively referred to
as AGENCIES, mutually agreeing and covenanting as follows:
WHEREAS, the
AGENCIES
desire
to
provide
an
Information System that satisfies the need for graphic and
relational data base processing; and
WHEREAS, the AGENCIES desire to produce a Comput-
erized Base Mapping System, (CBMS), of th~ Florida Keys,
.
including, but not limited to, property lines, subdivision,
lot and block numbers,
street names / and geographic
Geographic I6formation System
/
boundaries, utilizing a
(GIS); and
WHEREAS, the COUNTY desires to digitize and update
their Land Use District Maps; and
WHEREAS, MCPA desires to digitize and update property
lines and ownership data; and
PAGE
1
WHEREAS, FKAA desires to digitize and update the
locations of their water facilities; and
WHEREAS, CES desires to digitize and update the
locations of their electrical facilities; and
WHEREAS, the
AGENCIES
agree
that
it
would be
beneficial to use a common CBMS;
NOW, THEREFORE, LET IT BE AGREED that:
I. An Executive Review Committee shall have overall
administrative
authority
over
the
CBMS
and
the
Administrative Manag~ment Team (AMT) and shall be comprised
of the Monroe County Administrator; the Monroe County
Property Appraiser; the Executive Director of the Florida
Keys Aqueduct Authority; and the General Manager of City
Electric System.
The Executive Review Committee shall be
chaired by the Monroe County Administrator.
Any of these
members, including the chair, may appoint a designee to
lawfully act in his place by notifying all others in
advance in writing.
.
The Executive Review Committee Wi~ make decisions
based on unanimous consent of all agencie~.
Secretarial
support
for
the
Executive
Review
Committee will be provided by Monroe County.
Addi tional agencies may be added to the system by
unanimous approval of the Executive Review Committee upon
such terms and conditions specified by them and upon
approval or ratification by their respective agencies.
PAGE
2
II. The AGENCIES agree to initially fund the CBMS to the
extent identified in Addendum A, attached hereto and made a
part hereof.
Addi tional funding for each year thereafter
shall be determined,
approved,
and budgeted by the
Executive Review Committee and submitted for respective
agency approval. Additional funding will be for operations
and maintenance, which will be apportioned as per the
hardware
and
software
assigned
to
each
agencYi
communication line charges which will be assigned to the
incurring agencYi and other operating expenses which will
be allocated in equal shares for the first year.
Subsequent years funding of daily operations and
maintenance expenses, should be apportioned, in whole or in
part, on the basis of actual resource usage by each agency
if unanimously approved by the Executive Review Committee.
In the event that any next year's method of cost
allocation for operations does not receive unanimous
approval by the Executive Review Committee, the then
current years method of cost allocation for operations will
remain in effect until such time as anothe~ method of cost
.
allocation is unanimously approved by the Executive Review
Committee.
I
;'
i
I
I I I. The AMT, shall become the interagency organization
that will administer the CBMS.
A. The AMT will report to the Executive Review
Committee.
PAGE
3
B. The
AMT
will
be
comprised
of
four
(4)
representatives with one (1) representative being appointed
by each of the aforementioned AGENCIES.
Said appointment
for each appointee shall be for a minimum of one (1) year.
Each representative shall be designated in writing by the
appropriate Executive Review Committee member with copy
forwarded to other said members.
No person may serve upon
the Executive Review Committee while acting as an AMT
member.
C. Each Executive Review Committee member may change
their designated representative to the AMT at any time by
written notification to the other agencies.
D. All actions and recommendations by the AMT must
be based on a majority decision.
E. The Chair of the AMT will normally rotate on a
yearly basis among the AGENCIES in the order specified in
the opening paragraph of this document, and be responsible
for providing secretarial service for that period.
i
. F. The AMT will review all modifications requested
by the AGENCIES, and submit recomme~dations to the
I
Executive Review Committee for approval. /
G. The AMT shall have the following responsibilities:
a) Recommend policy, which may include
operations, maintenance, and improvements of
the CBMS;
PAGE
4
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. ------
b) Supervise the operation of the CBMS
in accordance with policy and procedures
established by the Executive Review
Committee;
c) Recommend distribution of CBMS information
within agencies;
d) Recommend distribution of CBMS information _
other;
e) Prepare annual report;
f) Conduct long range planning and make
recommendations;
g) Prepare budgets;
h) Prepare AMT expenditures report;
i) Schedule AMT and/or Executive Review
Committee meetings;
j) Prepare staff recommendations;
k) Recommend selection criteria for
qualifying additional Agencies;
1) Recommend training requirements;
m) Determine data base definition;
n) Review requests and provide rec~mmendations
.
for additional hardware, software, maintenance
and supplies; I
i
0) Review communications networ~;
p) Conduct impact studies;
q) Prepare, review, and recommend Standard
Operating Procedures (SOP);
r) Review and recommend revision to the
configuration as required, and
s) Conduct other special projects as required.
H. Any member of the AMT may request, in written
form, the review of a special concern by the AMT as an
PAGE
5
agenda item for consideration at a regularly scheduled
meeting of the AMT or a special meeting of the AMT.
Special meetings of the AMT shall be scheduled at
the discretion of the AMT chair or at the direction of an
Executive Review Committee member.
IV. Operational Considerations
A. The System Manager will be appointed by the
Executive Review Committee to maintain the GIS CPU and
related hardware/software and to coordinate invoicing to
the AGENCIES for their share of operation and maintenance
expenses.
The System Manager may be an employee of Monroe
County, and is responsible for keeping system operational,
financial and administrative record keeping, and responding
to the needs of the AGENCIES.
B. The normal hours of operation will be 8:00 a.m.
I
5: 00 p. m. Monday through Friday excluding agreed upon
.
holidays. During these times the AGENCIES will have access
to the central computer system as per the rrescribed config-
uration, attached hereto and made a part hereof. Special
requests (non-emergency) for access to the system outside
of these times must be submitted to the System Manager 24
hours in advance and will be scheduled by the System
Manager on the basis of system priorities.
C. The AGENCIES intend to use the CBMS during
emergencies
and wi II
require
access
to
the
system
twenty-four (24) hours a day. Compensation of personnel at
PAGE
6
the CPU location working beyond the normal hours of
operation will be the responsibility of the initiating
Agency.
D. Preventive
Maintenance
schedules
must
be
announced at least 24 hours in advance, however, Preventive
Maintenance
does
take precedence
in
the
scheme
of
operational activities.
E. System Backups are the responsibility of the
System Manager.
Comprehensi ve backup of the system/user
data shall be prescribed in the SOP. All backups are to be
scheduled such that the process does not conflict with
on-going
daytime
,user
activities
unless
considered
necessary by the System Manager.
F. Error detection and correction up to the demark,
which is initially set to include the remote Tl muxs, is
the responsibility of the System Manager.
Changes to the
demark must be approved by the Executive Review Committee.
Calls for service will be initiated by the :System Manager
i
,
or his designee.
.
V. Should any of the agencies wish tojlmodifY or expand
their use of the system to a degree tI1'at their use will
adversely affect the system, that particular agency shall
be responsible to upgrade the system and assume all costs
thereof as approved by the Executive Review Committee.
PAGE
7
VI. Data Modification
A. The AGENCIES agree that modification of any data
specific to an individual agency will only be made with
authorization from that agency.
B. The security subsystem of the GIS shall be
configured
such that unauthorized modification to
a
particular agencies data will not be allowed.
VII. Audit Requirements
A. The
Syste~ Manager
shall
maintain
adequate
financial procedures and adequate support documents to
account for the expenditures of funds under this agreement.
B. These records shall be available during normal
hours of operation for inspection, review, or audit.
C. The System Manager shall also provide the AMT
i
I
with the records, reports or financial statements upon
.
request for the purposes of auditing and monitoring the
funds awarded under thi s agreement. TIe System Manager
shall be responsible for all document I submittals. All
correspondence concerning this agreement shall include
copies to the members of the AMT.
VIII. Public access shall be allowed to all documents,
reports, papers, letters or other materials prepared or
recei ved by
the
agencies
in
conjunction with this
PAGE
8
agreement,
subject to the provisions of Chapter 119,
Florida statutes.
IX. Contract Term
A. This
agreement
shall
become
effective upon
execution and filed with the Clerk of The Circuit Court of
Monroe County.
B. The initial term of this agreement shall be for a
period of three (3) years from the date of execution.
During thi s
initial
period,
this
agreement may be
terminated or modifi~d by unanimous consent of the AGENCIES.
C. The agreement shall be extended for successive
one (1) year terms thereafter unless written notice is
given to all other parties at least sixty (60) days prior
to the end of any term.
During any extended term, this
agreement may be terminated or modified by unanimous
consent of the AGENCIES.
.
D. In the event one or more parties receive approval
to terminate their participation under t?~S agreement, the
remaining parties have the option i~ continue their
participation under this agreement so long as proper
documentation is received, approved, and filed by the
Executive Review Committee.
PAGE
9
x. Modification of this Agreement
Modification of the provisions of this agreement
shall only be valid when they have been reduced to writing,
duly signed by the AGENCIES specified herein, and attached
to the original agreement.
XI. Relocation
The CPU shall be located at the Monroe County offices
on Stock Island.
If in the future, COUNTY desires to move
the CPU to another location, it shall be moved upon
unanimous concurrence of the AGENCIES.
If such concurrence
is not achieved, COUNTY can still relocate the CPU,
provided COUNTY absorbs all costs caused by the move.
XII. Terms and Conditions
I
A. Nothing in thi s agreement shall ~e construed to
.
require
AMT
performance
on
any
of
the
tasks
described
herein if the funds specified
available from the AGENCIES.
in thi s a'greement
i
/
are not
B. This agreement contains all the conditions and
terms agreed upon by the AGENCIES.
PAGE
10
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
BY:
Gene Lytton
MAYOR/CHAIRMAN
DATE:
ATTEST:
Danny L. Kolhage, Clerk
MONRO~C~ -'~ _~PRAI~ER
BY: ~ --~~~~-
Ervin A. Higgs, C.F.A.
PROPERTY APPRAISER
////.:r/ttY7
/' "
DATE:
ATTEST, ~.u kn~
FLORIDA KEYS AQUEDUCT AUTHORITY
BY:
Bernard L. Schattner
EXECUTIVE DIRECTOR
DATE:
ATTEST:
.
/
UTILITY BOARD OF.THE CITY OF
KEY WEST, CITY ELECTRIC SYSTEM
BY: /
Robert Pa~on
GENERAL MANAGER
DATE:
ATTEST:
,
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