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Item C14 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Bulk Item: Yes ~ No Department: Public Work Facilities Maintenance ~ Meeting Date: September 17. 18. 2003 Division: AGENDA ITEM WORDING: Approval to renew Interlocal Agreement with the City of Marathon for the Use of the Meeting Room at the Marathon Government Center, and the televising of Marathon Council Meetings on a month to month basis until fees are determined for the new fiscal year. ITEM BACKGROUND: On September 30, 2003, the Interlocal Agreement with the City of Marathon for the Use of the Meeting Room at the Marathon Government Center will expire. In accordance with Section 2(b) of the original Agreement dated May 17, 2000, the Agreement may be extended for subsequent years, and fees adjusted to reflect changes in County costs. Updated costs are not available for the new fiscal year. PREVIOUS REVELANT BOCC ACTION: May 17, 2000, the BOCC granted approval and authorized execution of an Agreement between Monroe County and the City of Marathon in reference to the utilization of the County meeting room in the Marathon Government Center and the televising of Marathon Council meetings. On April 19, 2000 the Board voted to approve the proposed agreement given that the costs reflect the true cost of all services, and on August 15,2001 and August 21,2002 the BOCC approved to renew the Interlocal Agreement for one additional year. CONTRACT/AGREEMENT CHANGES: Renew Agreement on a month to month basis commencing October 1, 2003. STAFF RECOMMENDATIONS: Same as above. TOTAL COST: N/A BUDGETED: Yes N/A No . COST TO COUNTY: N/A SOURCE OF FUNDS: REVENUE PRODUCING: Y es ~ No AMOUNT PER MONTH Year DIVISION DIRECTOR APPROVAL: OMB~aJlllgemenl_ Dent Pierce, Director of Public Works APPROVED BY: County Atty _ DOCUMENTATION: Included x To Follow_ Not Required_ DISPOSITION: Revised 2/27/01 AGENDA ITEM # '---'-7 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: City of Marathon Contract # Effective Date: 10/01/03 Expiration Date: month to month Contract PurposelDescription: To renew lease for the use of the county meeting room in the Marathon Government Center and televising of the Marathon Council meetings on a month to month basis until fees are determined for the new fiscal year. Contract Manager: Ann Riger 4431 Facilities Maint/Stop #4 (Name) (Ext. ) (Department/Stop #) for BOCC meeting on 9/17/03 Agenda Deadline: 9/2/03 CONTRACT COSTS Total Dollar Value of Contract: $ N/A Current Year Portion: $ Budgeted? YesD No 0 Grant: $ N/A County Match: $ N/ A Income Account Codes: - - - ---- - - - ---- - - - ---- - - - ---- ADDITIONAL COSTS Estimated Ongoing Costs: $_/yr For: (Not included in dollar value above) (eg. maintenance, utilities, ianitorial, salaries, etc.) CONTRACT REVIEW Changes Date In Needed Division Director ''''4(0) YesO NoO Risk Management 8/.;1.$ /~ 3 YesO No0' O.M.B./Purchasing 1\lPI/b3yesO NoB-: County Attorney g /;;)r/03 YesO NO~ Comments: Date Out _ z-o:; RENEWAL AGREEMENT (City of Marathon - Interlocal Agreement for the Use of the Meeting Room at the Marathon Government Center.) THIS Renewal is made and entered into this 17th day of September 2003, between MONROE COUNTY and the CITY OF MARATHON, in order to renew the agreement between the parties dated May 17, 2000, and as renewed on August 15, 2001 and August 21, 2002, (copies of which are incorporated hereto by reference); as follows: 1. Renewal shall be on a month to month basis until fees can be determined for the new fiscal year. 2. The term of the renewed agreement will commence on October 1, 2003. 3. In all other respects, the original agreement between the parties dated May 17, 2000, and renewed on August 15,2001 and August 21,2002, 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. BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: By: Attest: CITY OF MARATHON, FLORIDA By: By: Marathon Mayor Date: ..,---. RENEWAL AGREEMENT (City or Marathon Intcrlocal Agreement for the Use of the Meeting Room at the Marathon Government Center.) .... THIS Renewal is made and entered into this 2151 day of August 2002, between MONROE COUNTY and the CITY OF MARATHON, in order to renew the agreement between the parties dated May 17, 2000, and as renewed on August 15, 2001, (copies of which are incorporated hereto by reference); as follows: I. In accordance with Section 2(b) of the original Interlocal Agreement dated May 17,2000, the Agreement will be extended for an additional one-year period. Fees remain at $8,351.20 for approximately 26 City Council meetings, and are subject to the same guidelines as outlined in Section 2(b). 2. The teml of the renewed agreement will commence on October 1, 2002, and will terminate on September 30,2003. 3. In all other respects, the original agreement between the parties dated May 17, 2000, and renewed on August 15, 2001, remains in full force and effect. .;/;B}:":m,~,ITNESS WHEREOF, the parties have hereunto set their hands and seal, the day and />/', ,1:' '''Xc~rst written above. ')(,"}~i~:(~j: )~./.'\ ,"'(Seal) \'.:'~>// ... .. ,'.., "-',., . '<.~hG@~ 'B~ANNY L KOLHAGE, CLERK ByG~LA: DC, BOARD OF COUNTY COMMISSIONERS OF MONROE OUNTY, FLORIDA By: A ltest: CITY OF MA A By: $:j1-4td~~~ J/ ~~c/~ City Clerk Date: $;;.a.-k';/y/.&1.,e o?iL/ .200::< I B.ENEW AL AGREEMENT (City of Marathon - Interlocal Agreement for the Use of the Meeting Room at the Marathon Government Center.) .. THlS Renewal is made and entered into this ISth day of August 2001, between MONROE COUNTY and the CITY OF MARATHON, in order to renew the agreement between the parties dated May 17, 2000, ( a copy of which is incorporated hereto by reference); as follows: I. In accordance with Section 2(b) of the original Interlocal Agreement dated May 17, 2000, the Agreement will be extended for an additional year. Fees increase to $8,351.20 for approximately 26 City Council meetings, and are subject to the same guidelines as outlined in Section 2(b) 2. Thc term of the renewed agreement will commence on Octobcr 1, 2001, and will tenninate on Scptembcr 30, 2002 3 In all othcr rcspccts, the original agrecmcnt bctween thc parties datcd May 17, 2000 rcmains in full force and cffect TNESS WHEREOr, thc parties have hereunto sct their hands and seal, thc day and st written above. AlleSl Date C; . "/. <'>/ CIT.YOFMARATI~~ "~~- .: --- . arathon ayor By ~(~ .. .. , L./ -;(LC f:"_-< ..~ BY .. (_- '~'<~~lON OAT( ~LJ. ~ CERTIFICATION I CERTIFY THIS TO SE A TRUE & CORREC COpy OF HIE ORIGINAL DOCUMENT OJ FILE. WITNESS MY BANI? .^_~,m OFFICIAL )>EAL 0 -Ifl(. ('~T~/ ~) J1 a......2.~:..I{~,;.~_ IN THE COUNry . F )-?1C)1../l..-er<?_ FLORIDA, TIllS ~t,>,& DAY OF C}.-f..Oc :W~_ J~y'L ~ '~'. t/ S~ j __../ ~. CITY Cl I'P K JV' c..~ Vu U:::fl~t.. ~o~ro~ Cn~~.publ\C ~ork. 305-<.>0;>-.559 1'.2 lliTERL{)('1~ ~R[~~~~g~ ~~~:M~NTn::I:E~ieE,rNG ROOM nitS INTERLOCAL AGRfEMENT I' entGred Into .pursuilnt to Sec. 163.01, FS, by end ~een Monroe County, a POIItfC8/ subdrvkion of the State or FlOridll, whos~ address Is 510a Colleo~ Road, Key West, FL 330~O, h~roaftar County, 8nd the City or Mllrllthon, a munIcipal COrpor&tion, whose address Is ~, Merathon, FL 330S0, heroeftsr City. /lC1Q c,\:C,nICJ ~~7 WHEItEi\S, the County has a meeting room at the M~rathon GovM11ment Center with the technical rllcllltlu to enable meetln<JS to be cablocAst; WHEREAS, the County desires to IXIrmit the Oty to US6 thll County meeting room; now, therefore I~ CONSIOERATION or the mutual promISes "nd covenants set forth b~low, the parties agree as rOllows: SectIon 1. a) The County authorizes the Gty tn hold 26 Qty Council ma~tings per year (Octo~r 1 - Seprember 30) lit the Mllrllthon Gqvemmant Centar mMtlng room with each mQ(lting .DproXlmat~y two weeks apart. . The City must C'OOrd(~ate meetinC d.nes with County Administrator's Office so that no County/oty schedule a~erl(lp occurs. TIle CIty will provide a full YG3rs m~tlng scne<1ule prior to October 1 Md1 YQlIr. If a SChB{Jule COOrllct betwe.en II City Council mectil1Q Md a mMt1n~ of thq County Commlulon, County Plannlno CommissIon or County Code. Enforcement hQarlng docs OCXUr, then the County m~t1ng or hci3r1no will take procooence. b) The County will televise live th~ CIty Council meetings, unlosr; there is; a m~til'\Q of the County Commission, County Planning Commi~on, County Cod~ Enforceme.nt haarlng or ,imllllr or"<;1anlzatiOri going on at the ume tJme, and will Videotape all Oty Coundl meiltlnQs. [f the~ Is a County mGetlng or hcar1ng gOing on, then thll City Council mectlng will be telel/I~ live. on Chllnn~1 16 as; ~on ll&' tn., County mectJn~ or haarinO It concluded, If the City Council moetJrlQ ends before the County m~il1Q or hearing amdudes, men the tape of the City Council mooting will be shoYin on ChanncllG twi~ on l2lter dates. c) Except lle ProVldud 1/1 See l(b), tt:~ County will replay c.')ch CIty COuilell mecllno lape. on~ ttm~ before lne next CIty Cour.dl mt'>6tinQ_ The City m.ay r'<<l~ a specific tjm~ and dlltQ for each replay through the County Admini&trnx's Office. who shall accomm~te ~ OtY's request un~ the t1m~ requested. by th~ City would co"nla with alive t:e.1e<:2l&t 0( " County m6d1Og or h~l1nQ, d) The County will furnish the City one vIdeo tape copy of 61:1cl1 City Council m~tIOQ. Section '" a) From th~ e(fuct1ve da~ or thIs "<;lreement, until September 30, 2000, , CIty shall pay the County $3.333 In 8dvallCl! (or 11 Cn:y Coundl m&etlngs; to be held at .. . : I ':. :j; , . L; ;'1 Ii [' II ,) , I I; II II II '1 ~I II f : l q 11 Ii i l !il I .1\ II - ..... .......- . - -.. , p-.. thll. M~r!thon Government CQnmr, t:nl~vlsed 1\vE (If th~ 1$ no coofllct with a County m"tlng or hellrlng), me4!!t1ng Vld6Q blp", and one replay on Channel 16 of ~ch me.etlng. b) ~ionlno Odnber 1, 2000 thrOllOh S~~mber 30, 2001, tho City shall paV the County $7,878 In lldvanc6 for apPraximatQly 26 City COundl moot/nos (two Pilr month) to ~ held at tho Marothon Government Center, ~ltvtsfld live (If there is no conflict with 1I County m~tln9 or heerino), me.f!.tlng \(idClQ tzlDC3, llnd one naplllY of gach meetlng on Channel 16. ~ City may add th~ additional m~tinQs to the 26 Z1uthot1m:f above without additional dw-ge, If the CIty Coundl holds 'me<!tlngs in exC6&s of 29 durloq the period of October 1, 2000 throu9h September 30, 2001, and desires that the extnI meetinQs b~ held at the Hllrllthol\ Gov<<rnment Center PursL;ant to this aQre..ment, then the City must pay the County an additional $303 for e.ach meetfng held. If the Oty holds less than 23 mectlngs using tht Marathon .Govft(nment Center, pursuant to this agreeme.nt, -during the period of Octobe1 I, 2000 through Septemb<:r 30, 2001 th~n the County'rt1u$t ~ur:d or O"\ldft $303 to the City for t:!Ich mQQtlng I.;~ than 23. If this lJoreement Is extend4!d for lubseqUClntyears after ~Pt6mber JO, 2001, then for each year t:hflr~f\:er the fee Will ~ adjusted to reflect chanoes in County COSts, StctiOfl ;3,. The term of thiS aorumO,nt it from MlIy 1, 2000 throuOh September 30, 2001. .: SectIon 4... ThIs aQrecment will take effect when exelcut:e.d certIfied copies are mad in the OffiC$ or tho CIeri<:. of thQ Sixt~nth Judklal Drcuit and In the Offio= 0( the Clerk of the City 0( Maratnan, Aorld;,. h il\rWITNESS WHEREOF tn. poru" horgto have sot their IuInds a'nd ~Is on the dato s~. forth below. ' (S EAL) ATTE5r: D~NNYL. KOLHAGE, CLERK ~ ::", - Vif; '-7 :'.'.": . . BOARD OF COUNIY COMMISSIONERS OF~"S+-~ By Ma or/Chairperson Q1YOFMA~ .~~ "f1l2.Q (, I' l-'o By Date lclC'OI\C<lrn 1 _Oil( '. a Oll. OAr '- AUG 08 . 0(3 1 I : :.\? ](35295367;> PAGF 1'1.1 ~ . ~ . :1 t 'I ":1 . I I ,l . f .i) . i .I ~ '.1 I' i . ;, . ] '1 .:; :! : i ~ '\; :1:' [.: : i , ! :l\ II ) , f 'l 'I I. !'.j I, : 1 . Ii Hi 1'1 ~ f; ~ i 'I!