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Item O2 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: June 15, 2005 Division: County Administration Bulk Item: Yes -2L No Department: County Administration Staff Contact Person: Debbie Frederick AGENDA ITEM WORDING: Approval of Interlocal Agreement and Addendum to Interlocal Agreement between the Monroe County School District, the Monroe County Sheriffs Office and Monroe County Board of County Commissioners to fund the 2005 Summer Recreation Program. ITEM BACKGROUND: The Monroe County School District will be responsible for the full operation of the summer program. The District will provide supervised recreational programs during the time period of June 6 - July 8, 2005 at seven sites in the Lower, Middle and Upper Keys. Monroe County shall only be considered to be a supplier of funds and not an active participant in the performance of the Districts obligations under this Agreement. PREVIOUS RELEVANT BOCC ACTION: N/A CONTRACT/AGREEMENT CHANGES: Addendum to Agreement is to release liability issues from the County. STAFF RECOMMENDATIONS: Approval. TOT AL COST: $120,000 BUDGETED: Yes No COST TO COUNTY: $40,000 SOURCE OF FUNDS: REVENUE PRODUCING: Yes No AMOUNT PER MONTH_ Year APPROVED BY: County Atty --K- OMB/Purchasing-K- Risk Management ~ DIVISION DIRECTOR APPROVAL: :iJeliliie :J~ Debbie L. Frederick, Deputy County Administrator DOCUMENTATION: Included X Not Required_ DISPOSITION: AGENDA ITEM # Revised 2/05 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Monroe Co. School Bd. Contract # - Effective Date: 06-06-05 Expiration Date: 07-08-05 Contract Purpose/Description: Approval ofInterlocal Agreement between the Monroe County School District, Monroe County Sheriffs Office and Monroe County Board of County Commissioners to fund the 2005 Summer Recreation Program. Contract Manager: Debbie Frederick 4741 Co. Administrator/Stop #1 (Name) (Ext. ) (Department/Stop #) for BOCC meeting on 06-15-05 Agenda Deadline: 05-31-05 CONTRACT COSTS Total Dollar Value of Contract: $ 40,000 Current Year Portion: $ 40,000 Budgeted? YesD No [2J Account Codes: ()fJ f -O'J11t- .I)')o1~-_ Grant: $ _-_-___ County Match: $ _ _ _ - - - --- ADDITIONAL COSTS Estimated Ongoing Costs: $~yr For: (Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW Changes Date In Needed Division Director YesD NoD Date Out Risk Management O.M.BJPurchasing County Attorney OMB Form Revised 2/27/01 Mep #2 INTERLOCALAGREEMENT Pursuant To Florida Interlocal Cooperation Act of 1969 (Chapter 163, Florida Statutes) Agreement effective the 6th day of June, 2005, at Key West, Monroe County, Florida, by and between the School District of Monroe County, Florida (hereinafter the District), and the Sheriff's Office of Monroe County, Florida (hereinafter the Sheriff's Office),and the County of Monroe (hereinafter the County) Whereas, the District, the Sheriff's Office, and The County desire to provide summer recreational opportunities and services to the youth of Monroe County, Florida; and Whereas, the Sheriff's Office, and the County do not have the proper facilities or the trained employees to provide summer recreational services; and Whereas, the District has facilities and trained personnel at its disposal for use in providing summer recreational opportunities and services to the youth of Monroe County; and Whereas, the cost of operating the summer recreational program should be shared between the Sheriff's Office, The County, and the District; Whereas, the Sheriff's Office, the County, and the District are the fiscal agents and the District is the administrating agent; Now, therefore the Sheriff's Office, the County and the District hereby agree as follows: 1. SERVICES TO BE PROVIDED - The District agrees to provide supervised recreational programs during the time periods specified and consisting of the activities described, in Schedule A attached hereto. The program sites for provision of these programs shall be as described in the Schedule B hereto. 2. TRANSPORT A TION OF YOUTH - The District, utilizing District-owned school buses, shall provide transportation opportunities to and from scheduled off-site program locations, as well as to and from the program sites. Pick-up locations and time shall be in accordance with Schedule C hereto. 3. SUPERVISION OF PROGRAM ACTVITIES - The District, utilizing as much as possible district employees, shall provide Program Instructors and Instructor Aides to supervise participants and provide instructional and training activities. 4. EQUIPMENT AND SUPPLIES - The District shall be responsible for purchasing the necessary equipment, games and materials, and consumable supplies required for program activities, and the District shall be responsible for storage and distribution of said items as required. The Sheriff's Office and the County will reimburse the District for all equipment and supplies purchased. Subject to limit on the Sheriff's and the County's total financial obligation of $40,000 each stated in paragraphs 7 and 8 of this agreement. In no event will the Sheriffs Office or the County be obligated to pay more than $40,000 as a result of this agreement. 5. FACILITIES OPERATION - The District shall be responsible for providing on-site program clerical assistance and informational services during the program's operation hours, and shall have telephonic resources available for both in coming and out going calls. 6. FIRST AID FACILITIES AND PERSONNEL - The District, at each program site, shall have available sufficient first aid supplies required for use in attending to minor injuries. Additionally, first aid trained personnel shall be available for attending to minor injuries as may be required. 7. COMPENSATION TO PROGRAM PERSONNEL: The District shall be responsible for determining the amounts of compensation, and times for payments, of Instructor Aides, School Bus Operators, and other personnel providing services under this Agreement, District Worker's Compensation coverage through its Insurance Program for these personnel. The director, instructors or instructor aides who are school board employees during the regular school year shall be employed by the District as temporary employees and paid a stipend in accordance with District payroll time periods and procedures. Those employees not employed by the District during the regular school year will be employed through contracted services. The Monroe County Sheriff s Office and the County have agreed to reimbursement the District up to $40,000.00 each. The District will submit an invoice with supporting documentation to the Monroe County Sheriffs Office, Finance Department, 5525 College Road, Key West, Florida 33040 and The County of Monroe, Finance Department, 500 Whitehead Street, Key West, Florida 33040. 8. INVOLVEMENT OF THE SHERIFF'S OFFICE: The Sheriff's Office and The County sole involvement in the performance of this agreement is to reimburse the District at the completion of the program. The Sheriff s Office, The County and the District specifically agree that the District shall be solely responsible for the planning, operation, supervision, control and direction of the program and services contemplated under this Agreement. The intent of this section is that the Sheriff s Office and The County shall only be considered to be a supplier of funds and not an active participant in the performance of the Districts obligations under this agreement. The Sheriff s Office and the County will allocate $40,000 each to fund The 2005 Summer Recreation Program. The Summer Recreation program will run 24 days from June 6th through July 8th. 9. ACCOUNTING AND INSPECTION - District shall be responsible for receiving, generating and maintaining documentation in such form and content as may be required by the Office of the Auditor General of Florida in accordance with generally accepted accounting practices. The District shall, from time to time, provide the Sheriffs Office and The County with copies of such documentation and shall permit access by agents or employees of The County and Sheriff's Office to the books, charts of accounts, and other documents relative to this agreement. The District agrees to assign unique and distinct Project Accounting codes for expenditures make pursuant to this Agreement. 10. CONSIDERATION - As consideration for this Agreement, the Sheriff's Office, and the County agrees that (1) the Sheriff's Office and the County will not compete with the District by providing organized Summer Youth Recreation Programs and (2) the Sheriff's Office and the County shall, upon the conclusion of the Summer Youth Recreation Program and within thirty (30) days of the receipt of a complete and correct invoice from the District, pay to the District the sum of all invoices for reimbursement of actual cost to the Summer Youth Program. 11. USE OF FUNDS - The District shall expend the funds received hereunder in accordance with Schedule D attached hereto. To the most practical extent possible, Seventy-Four Thousand ($74,000.00) shall be spent for services and programs sited at Sugarloaf, Big Pine Key and in the Middle and Upper Keys and Forty-two Thousand Dollars ($42,000.00) shall be spent for services and programs sited in the Lower Keys. Four thousand dollars ($4,000.00) shall be spent in administrative cost. 12. NON-RELIANCE BY NON-PARTIES - No person or entity shall be entitled to rely upon the terms, or any of them, of this Agreement to enforce or attempt to enforce any third party claim or entitlement to or benefit of any service or program contemplated hereunder, and the District, The County and Sheriffs Office agree that neither the District The County nor the Sheriffs Office, or its employees shall have the authority to inform, counsel, or otherwise indicate that any particular individual or group of individuals have entitlement or benefits under this Agreement separate and apart, inferior to, or Superior to the community in general or the general target population contemplated in this Agreement. 13. DISTRICT RESERVATION OF RIGHT TO MODIFY - The District reserves the right to modify from time to time any of the services or programs contemplated hereunder, but such modifications shall not operate or have the effect of resulting in non- performance of any of the obligations of the District hereunder, nor result in a re- alignment of budget categories for expenditures in an amount in excess of ten percent (10%) of the cash consideration as a whole received from the Sheriff's Office and The County (SEAL) BY: THE DISTRICT SCHOOL BOARD OF MONROE COUNTY, FLORIDA ~.:J' ~~ 5/11/05 Eileen Quinn, Chair tJ1~~...4 Randy Acevedo, Superintendent 5/11 /0':5' ATTEST: (SEAL) (SEAL) BY: BY: (SEAL) ..,. """l' .A^it. Pl' E"v ATIEST: DANNY l. "V Ii "I:, '- 1<.'" BY DEPUTY CLERK THE MONROE COUNTY SHERIFF'S OFFICE, MONROE COUNTY FLORIDA Richard Roth, Sheriff THE BOARD OF COUNTY COMMISSIONERS, MONROE COUNTY, FLORIDA Dixie Spehar, Mayor Board of County Commissioners SCHEDULE A SUMMER RECREATION ACTIVITIES (June 6 - July 8 - 5 day per week for 24 days) · A. Sports Activities L Aerobics 7. Creative Movement 13. 2. Baseball 8. Football 14. 3. Basketball 9. Gymnastics 15. 4. Board Games 10. Weightlifting 16. 5. Bowling 11. Kickball 17. 6. Boating 12. Roller Skating B. Arts and Crafts Activities 1. Beach Buckets 2. Bubble Making 3. Ceramics 4. Collage 5. Coral Reef Filmstrips 6. Dough Art 7. Flying Machines (paper) 8. Group Games 9. Hand Puppets 10. Indian prints 11. Joke Telling 12. Kites C Computer Related Activities D. Reading Related Activities E. Boating Safety Snorkeling Softball Soccer Track & Field Wrestling - TBA 13. Macaroni Designs 14 Magic Tricks 15. Mirroring 16. Movies 17. Outside Games 18. Pantomime 19. Paper Weaving 20. Potato Prints 21. Pottery 22. Printing 23. Sand Painting 24. Scavenger Hunts 25. Story Telling 26. Story Telling 27. Stuffed Fish 28. Styrofoam Collages 29. Tempera Painting 30. Textural Painting 31. Tinfoil Sculptures 32. Tissue Pictures 33. Underwater Drawings 34.. Water Colors 35. Weed Weaving 36. Woven Mobiles SCHEDULE B SUMMER RECREATION ACTIVITIES (June 6 - July 8 - 5 days per week for 24 days) Program Sites Key West High School Stadium Poinciana Elementary School Sugarloaf Elementary/Middle School Marathon Middle/High School Key Largo Elementary/Middle School Plantation Key Elementary/Middle School Big Pine Key SCHEDULE C SUMMER RECREATION ACTIVITIES (June 6- July 8 - 5 days per week for 24 days) Bus Transportation Schedule Upper Keys/Middle Keys - The children that attend summer recreation programs at Key Largo Elementary/Middle School, Plantation ElementarylMiddle School, or Marathon MiddlelHigh School will be transported to and from the center by regular summer school buses. The same procedure will be used to take the children home in the afternoon. Lower Keys - The same arrangements as in the upper keys will be used at Sugarloaf ElementarylMiddle School. Key West ~ The Key West area children will also be transported to and from Poinciana School by the regular summer school buses. SCHEDULE D SUMMER RECREATION ACTIVITIES (June 6 - July 8- 5 days per week for 24 days) Funding Expenditures 1. Salaries: Program Director, Site Directors, Instructors, Teacher Aides, Student Aides, Clerical 2. Supplies, Game Materials, Equipment (6 Sites) 3. Filed Trips/Transportation (In and Out of County) TOTAL: BUDGET SUMMARY $111,000.00 $ 5,000.00 $ 4,000.00 $120,000.00. PROJECT # 8457 PROJECT # 8457 Kev West Admin Cost Salaries Supplies Total: Sug:arloaf. Big: Pine, Marathon. Upper Keys $ 2,000.00 $ 40,000.00 $ 2,000.00 Admin Cost Salaries Supplies $ 2,000.00 $ 69,500.00 $ 2,250.00 Field Trips $ 3,2500.00 $44,00.00 (37%) Total: $76,000.00 (63%) JUN-03-0S 154B FROM HONROE COUNTY ATTY OFFICE 10,3052923518 ADDENDUM TO INTERLOCAL AGREEMENT BY A"'~ BETWEEN THE SCHOOL DISnuCT OF MO~"ROE COUNTY, FLORIDA~ the SHEIUFF'S OIl'FlCE OF MONROE COUNTY, FLORIDA, lUid the COLr.NT\" OF MONROE, FLORI.DA. As an addendum to the intedoca1 agreement between these gOVe,11L'tlenta! entities for the provision of SUfilJnef recreational activities, said agreement being effective the 15lt. day of June. 2005, it is hereby rec.ognized and agreed that 00 party to the subject agreement has liability for tbe negligence of ar.otber party, the negligence of amY..her party's employees, agents ti.'1d1or servantS" nOT is any party to the subject agreement required to indemnify any other P&-ty fOf negligence Of to assume liability fOf the negligence of any other party, and that the liabmty of any oime parties is subject to Florida Statuteg768.28. l1IE DISTRICT SCHOOL BOARD OF MONROE COUNTY, FLORIDA (SEAL) BY: Date'.. Eileen Quinn, Chair A TIEST: Randy Acevedo, Superintendent Date THE MONROE COUNTY SHERIFFtS OFFIL"'Et MONROE COUNTY FLORIDA (SEAL) BY: Richard Roth. Sheriff Date THE BOARD OF COUNTY COMMISSIONERS, MONROE COUNTY. FLORIDA (SEAL) BY: Dixie Spehar, Mayor Date Board of County Commissioners SUMMER RECREATION 2005 BUDGET Total 2005 Funding $120,000.00 Admin. Cost $4,000.00 TOTAL FUNDING A V AILABLE $116,000.00 TOTAL INDIVIDUAL BUDGET $42,000.00 $ 4,000.00 $15,000.00 $16,000.00 $13,000.00 $26,000.00 $116,000.00 Key West Big Pine Sugarloaf Middle Keys Plantation Key Largo All sites plan to work with 25.1 students to adult ratio. Allocations reflect ratio. Please include 7.65% FICA in your budget for School Board employees Schools using crossing guards need to budget $500.00 for these salaries. (Plantation and Key Largo). E-mail a copy of your budget for approval to Amber Bosco by May 30 before entering the budget at your schooL 2005 Salary Schedule Instructor ( degree) Instructor (non degree) Teacher Aide (H. S. grad or above) Teacher Aide (undergraduate) $15.04 hr. $11.24 hr. $ 8.04 hr. $ 6.75 hr. Recreation Sites will have to input their budget and assign funds to: Object 0310 Contract for Services Object 0150 School Board employees Object 0510 Supplies Object 0390 Field Trips