Item C02BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MEETING DATE: February 21, 2001 Division: Public Works
Bulk Item Yes x No Department: Administration
AGENDA ITEM WORDING: Approval of an Amendment to Interlocal Agreement
with the Monroe County School Board to provide funding for maintenance of recreational
facilities at Sugarloaf School and Key Largo Elementary.
ITEM BACKGROUND: The previous interlocal agreement with the School Board
provided funding for the School Board's maintenance of six (6) school athletic sites. The
amended agreement provides for renewal on an annual basis until either party cancels,
includes a funding availability clause, and reduces funding to cover only Sugarloaf
School and Key Largo Elementary, the two schools remaining in unincorporated Monroe
County.
PREVIOUS RELEVANT BOCC ACTION: On October 13, 1999, the Board approved
the Interlocal Agreement for maintenance of school athletic facilities, and on September
20, 2000, the BOCC adopted the final budget which included funding for Sugarloaf
School and Key Largo Elementary.
STAFF RECOMMENDATION: Approval as stated above.
TOTAL COST: 5$ 3,171
Cost to County: same as above
REVENUE PRODUCING: YES_ NO x
BUDGETED: Yes x No
Acct. 001-20511-530465
AMOUNT PER MONTH YEAR
APPROVED BY: County Atty. x OMB/Purchasing x Risk Management x
�, l3 Vz, /o l
DIVISION DIRECTOR APPROVAL:
Dent Pierce, Division Director
DOCUMENTATION: Included x To Follow Not Required
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COnn2ISSIONERS
CONTRACT SUMMARY
Contract #{
Contract with:_[V VnrAz �r,�.�t s h D0/ A&0-4 �
Contract Purpose/Description: �/�' �DC.�c-r4re
Contract Manager: 64 ` U D
(Name)
for BOCC meeting on ?mil 2J / 0/
Effective Date: /d / / / UD
;apiration Date:—/ /
IJ"11 G
(Ext.) (Department)
Agenda Deadline: ZI -7 I ��
CONTRACT COSTS 490
Total Dollar Value of Contract: $ 5 3, 17 1. vD Current Year Portion: $ .5 31 17 l
Budgeted? Yes ✓No Accoun Codes: 00 1 - o;L D s 0 - 5 3D "y 6 s -
Grant: $
County Match: $ -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ n "A. /yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed Reviewer Date Out..
Yes No /
Division Director Lllb I ( ) (✓) ✓�`'r o / / 01
Risk Management L/ISIQ
A/
1�0
O7-310
.M.B./Pining —
County Attorney l l l ( ) (✓�
Comments : w �� a I� v J s ✓ I d � L cam -ri-r`- 4, i A
" o� na-� a r� t fi s /,✓�a s r-�ev av_5
GLw Id vn- a
omn Fnrm Revised 8/30/95 MCP 12
AMENDMENT TO
INTERLOCAL AGREEMENT
(School Board and Board of County Commissioners)
This Interlocal Agreement is entered into pursuant to Sec. 163.01, F.5., this day
of February, 2001, by and between MONROE COUNTY, a political subdivision of the State of
Florida, 5100 College Road, Key West, Florida 33040 (County) and THE SCHOOL BOARD OF
MONROE COUNTY, 241 Trumbo Road, Key West, Florida 33040 (the School Board) in order to
renew that certain interlocal agreement entered into on October 28, 1999, as follows:
1. Paragraph 1 is hereby amended to read as follows:
"1. The term of this Interlocal Agreement is from October 1, 2000 to September 30,
2001, and shall continue from year to year unless specifically cancelled by either party by
providing at least 60 days prior written notice to the other party of their intent to
cancel, subject to paragraph 8 of this agreement."
2. Paragraph 2 is hereby amended to read as follows:
"In exchanged for providing maintenance of the recreational facilities at Sugarloaf
School and Key Largo Elementary School, the County will pay the School Board the sum of
$53,171 per annum, to be paid to the School Board in arrears in twelve equal monthly
installments."
3. Paragraph 8 is hereby added as follows:
"8. Monroe County's obligation to pay under this agreement is contingent upon an annual
funding appropriation by the Board of County Commissioners."
4. In all other respects, the original agreement between the parties remains in full force
and effect.
IN WITNESS WHEREOF, the parties have hereunto set their hands and seal, the day
and year first written above.
(Seal)
Attest: DANNY L. KOLHAGE, CLERK
By
Attest:
By
Deputy Clerk
Deputy Superintendent
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Mayor/Chairman
MONROE COUNTY SCHOOL BOARD
By.
APPROhairmn
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INTERLOCAL AGREEMENT
SCHOOL BOARD AND BOARD OF COUNTY COMMISSIONERS
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
Public Service Building, 5100 College Road, Key West, FL 33040 (County), and the
School Board of Monroe County, whose address is 242 White Street, Key West, FL 33040
(the School Board), and constitutes an amendment to School Board Contract 93-17, as
amended by addenda 1 - 7, and the addenda amendments of 1996, (the original
agreement), all of which are attached and incorporated into this amendment as
Exhibit A.
In consideration of the mutual consideration and promises set forth below, the
parties agree as follows:
1. The term of this Interlocal Agreement is from October 1, 1999 to
September 30, 2000.
2. in exchange for providing the recreational facilities' maintenance and
equipment described in the schedule set forth in Exhibit B, which is attached and
incorporated by reference, the County will pay the School Board the sum of
$403,940.44. 'Tlie`sum of $122,380 is for the equipment listed in Exhibit B, page 1, will be
paid to the School Board upon written request. The equipment will be purchased in
the name of the School Board and will become the property of the School Board. The
sum remaining for the maintenance will be paid to the School Board in arrears in
twelve equal monthly installments.
3. In order to receive a monthly payment, the School Board must submit an
invoice to the County Public Works Director, on or before the loth day of the month
following the month in which the work was performed, requesting payment, describing
the work and services performed together with the dollar amount allocated to such
work (the allocation must track the cost allocation schedule of Exhibit B). If the County
Public Works Director approves the invoice he must so indicate on the invoice and
promptly forward the some to the County Clerk for payment. If the Clerk has no
objection, he shall promptly cause the invoice to be paid. If either the Public Works
Director or Clerk has an objection or otherwise disapproves of the invoice, he must
promptly notify the School Board in writing of the reason(s) for his objection or
disapproval and state what corrective action(s) must be taken.
4. The School Board must keep its financial records pertaining to this
Interlocal Agreement according to generally accepted governmental accounting
principles and retain those records for three years following the end of this Interlocal
Agreement. The records must be made available to auditors employed by the County
or County Clerk during normal business hours. The School Board is liable to the County
for any amounts determined by such auditors to have been spent for work, services, or
equipment 'not authorized by this Interlocal Agreement, plus interest calculated
according to Sec. 55.03, FS, from the date the funds were spent for unauthorized
purposes.
5. Paragraphs 7, 8 and 12 of School Board contract 93-17 are hereby
rescinded and are of no further force and effect. Paragraphs 1 - 4(a) of addenda 1 - 7,
as amended in 1996, are hereby rescinded and are of no further force and effect.
6. Except as provided in paragraphs 1 - 5 of this 1999 Interlocal Agreement,
in all other respects the terms and conditions of the original agreement remain in full
force and effect.
7. This Interlocal Agreement will take effect when an executed original is
filed with the Clerk of the Circuit court of Monroe County.
IN WITNESS WHEREOF, the Board of County Commissioners and School Board
hav ;afirr , pective hands and seals the dates indicated below.
`f = BOARD OF COUNTY COMMISSIONERS
(SE L�',, � ' .�.
ATT ,A�JNd; KO. AGE, CLERK OF MONROE COUNTY, FLORIDA
C . By
By Deputy Clerk Mayor/Chairman
Date i0—=z - 9 9
ATTEST:
By 0.
S e tendent
Date 19 9
tiaschbda
MONROE COUNTY SCHOOL BOARD
By
hairma
APPROVED W—
DATE S TO OR Y
AND
ICIE
B
ROBERT
�-G
Monroe County/District School Board
Interlocal Proposal
Objective '1110 Monroe (::ourlty Sdiool Board will moulage and maintain all six (6) interlocal sites it,
the Lcrwer, Midd1C
and I.)ppc;r Keys.
Proposal
♦ Monroe (.omay Arill purclllse of provide the following
CIIllipment Lo 11minlalll
[lie facilities.
1't Yoar Expenditure
Fatuipment
Initial Outlay
Life Cyrle
Vearly Cosh
Hydraulic Reel Mower
$19,200
G
$3,200
Pro Vac Vacuum
$6,500
6
$1,080
Athicli.cl"ieldCirootner
$7,500
6
$1,250
Spt;tyur
$G,UUO
8
$750
Top Dresscr
$8,000
8
$1,000
3 cit. Weedeaters
$1,200
?
$600
rtolay M,.)wer
$1,800
3
$600
2 e L. Covered trailers
$6,000
1 O
$600
' Vehicles-IdU ,util dutnl?
$38,400
G
$6,400
fertilizer Spreader
$2,700
6
$4.50
7rac-forty/front-und load
$22,080
12
$1,840
Aemtor
$3,000
1U
$300
TOTAL
$122,380
x 18,070
♦ Monroe County will provide the manpower (2.5) teen
to properly lnaiutaiu the
facilities.
Salaries
Workers
FoAtion salllt
Retirement leic,A
rnsurance Co
C111etnOlU}'111�Rt
Grounds Mechanic
1 ca. $2(i,664
$4,648 $2,04()
$2,900 $4,000
$54
Grounds Mechanic
1 cit. $26,664
$47648 $2,040
$2,900 $4,000
$54
Groullda Mechanic
.5 eat. $13,332
$2,324 $1,020
$1,450 $2,000
$54
TOTAL
$100,765.00
♦ Monroe County will provide the Supplies mid materials necessary to maintain the gruuncl.
tin .1
Cos[
! c rtilircr
$12,000
PCsticides
$3,600
Herbicides
$3,600
Clay
$28.800
Sand
$26,400
I ueURepairs/Maint.
$7,800
TOTAL
S82,20U
'f Year Cost
Equipment
$122,380
Salaries
$100,765
Materials/SuPP]ies
$ 82,200
TOTAL
$305,345
tnterlocul Costs for All Sites
Equipment
Salaries
Supplic Nateriall
2" " Year Cost 3"" Year Coot
$18,070 (Depreciation) Sarne
*$100,765 Same
$ 82,200 Same
$210,035
SUMMARY OF PROPOSAL
$122,3 80
100,765
82,200
$305,345
Intcrlocicl at C. &US - Maintenance Items
TC1111is courb cleaned annually
$ 2,500
Tennis court painting
17,400
Tennis court net (evety 2 years)
2,100
Gyln noorannuai cleaning
7,000
field ,and
3,300
lnlrastructure expense
15,000
(Clugou(.e, water fountain, griss, bases
$47,300
1C11CU1�)
Iaterlocal at Subarloaf— Maintenance & Supply
Items
Fertilizer
$ 900.00
Pesticides
360.00
Herbicides
360.00
Clay
2,400.00
Fuel, repairs. etc.
1,560.00
$5.580.00
I
i
Utilities
Existing sites — electric/water VU,000
(Stanley S:vitlik, MHS, PKS, KLS)
Electric for Gym/Fick] Lights $14,100
i
(Coral Shores) i
Sugarlo.if N/A
Garbage (Approximatc for all sites) 4,000
$38,100
Supervision
Five (5) Sites, (MiS,1'KS, US, M1:1S, Stanley Swidilc)
Eight (8) hours per,itc �
1 day (Saturday)
Twelve (12) Weeks
f�15.00 per Motu•
I
111is proposal wOuld equ;ttr; to: 40 hours per week
x 12 weeks (A9arch Itirt� Mrl ;
480 hours x $ l 5 per hour = $7200.00 �
I
Management Fce
The Coordination of tliese activities takes approximately two (2) hours a week. Our Distr ct's,
I.►pperKeys/Middle Key.,; Custodial Supervisoris die coordinator. It is only fair that hen • paid
li)r this service.
7-his proposal would equate to: 2 hours per week
x 12 weeks llylarch (hru Mly)
24 hours x V 7.31 per hour _ $415.44
'TOTAL PROPOSAL: $7615.44
TQTAL COST $403,940.44
I'liiti tiumniary rellects the cost of labor (2.5 grounds mechanics), equipment to maintain cacti facil ty,
supplies and materials, maintenance costs at the sites idetltificd, supeatii.sion a11t1 the nphroximate c st
oFulilitics.