11/17/1987 AgreementA
BRANCH OFFICE
3117 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050
TEL. (305) 743-9036
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O~'OE COUNTY •t��
;Darnnp 1. Rotbarge
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 294-4641
M E M O R A N D U M
To: George Harper, Data Processing
From: Rosalie L. Connolly, Deputy Clerk
Subject: Resolution No. 446-1.987
Date: November 20, 1987
BRANCH OFFICE
P.O. BOX 379
PLANTATION KEY, FLORIDA 33070
TEL. (306) 852-9253
As you are aware, on November 17, 1987, the Board of County
Commissioners adopted Resolution No. 446-1987 authorizing the
Mayor, on behalf of Monroe County, to execute an Interlocal
Agreement with the Property Appraiser, Florida Keys Aqueduct
Authority and City Electric System for the provision of computer
based mapping services.
Attached for your use and records are five certified copies of
the subject Resolution. Also attached are five originals of the
Interagency Agreement. It is my understanding that your office
will handle obtaining the remaining necessary signatures. Please
be sure to return one fully -executed original to the undersigned
promptly after completion.
Rosalie L., onnolly
Deputy Clerk
Attachments
cc: Mayor E. Lytton
County Attorney
County Administrator
Finance Director
ie
INTERAGENCY AGREEMENT
Pursuant to Florida Statutes Section 163.01, this
Interagency Agreement is entered into on the
day of D b w' 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 the Florida Keys,
including, but not limited to, property lines, subdivision,
lot and block numbers, street names and geographic
boundaries, utilizing a Geographic Information System
(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 Management 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 will make decisions
based on unanimous consent of all agencies.
Secretarial support .for the Executive Review
Committee will be provided by Monroe County.
Additional 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. Additional 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 agency;
communication line charges which will be assigned to the
incurring agency; 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 another method of cost
allocation is unanimously approved by the Executive Review
Committee.
III. 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.
F. The AMT will review all modifications requested
by the AGENCIES, and submit recommendations to the
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
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 recommendations
for additional hardware, software, maintenance
and supplies;
o) Review communications network;
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.
- 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 prescribed 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 will 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. Comprehensive 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 T1 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
or his designee.
V. Should any of the agencies wish to modify or expand
their use of the system to a degree that 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 System 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
with the records, reports or financial statements upon
request for the purposes of auditing and monitoring the
funds awarded under this agreement. The System Manager
shall be responsible for all document 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
received by the agencies in conjunction with this
PAf E
8
agreement, subject
Florida Statutes.
IX. Contract Term
to the provisions of Chapter 119,
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 this initial period, this agreement may be
terminated or modified 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 this agreement, the
remaining parties have the option to 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
A. Nothing in this agreement shall be construed to
require AMT performance on any of the tasks described
herein if the funds specified in this agreement are not
available from the AGENCIES.
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:
Ge46 Lyt r
DANNY L. KOLHAGE, Clerk MAYOR/CHAIRMAN
DATE:
ATTEST: '.000
Danny L. lolhage, Jerk
MONROE LC77 PERTY APPRAISER
BY:
Ervin A. Higgs, C.F.
PROPERTY APPRAISER
DATE: //,65�Z
ATTEST:
FLORID A AUTHO TY
BY:
Bernard L., Schat er
EXECUTIVE DIRECTOOR
DATE: 262 1%/(/
UTILITY BOARD OF THE CITY OF
KEY WEST, CITY ELECTRIC SYSTEM
William T. Cates
Chairman
DATE: December 3, 1987
ATTEST: 'i'"` r am'
Robert R. Padron
General Manager
PAGE
11
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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 Countv, 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
Cr the JN day of BVwn bar A.D. 1987.
(SEAL)
Attest: DANNY L. KOL11AGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
C IRMAN
1" ( .v •` 1