Item V5
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 15. 2003 Division: County Administrator
Bulk Item Yes ~ No - Department: County Administrator
AGENDA ITEM WORDING:
Approval of Interlocal Agreement with the Monroe County School Board for use of County meeting
rooms.
ITEM BACKGROUND:
The Monroe County School Board has requested to use the County's meeting rooms and usage of
Channel 16 to hold/televise their Board meetings which are held approximately every two weeks. If
this Interlocal Agreement is approved, a meeting schedule will be coordinated between the School
Board and the County Administrator's office.
PREVIOUS RELEVANT BOCC ACTION:
N/A
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST: -0- BUDGETED: Yes - No -
COST TO COUNTY: -0- SOURCE OF FUNDS:
REVENUE PRODUCING: Yes ---X- No AMOUNT PER YEAR Approx. $6.700
APPROVED BY: County Atty ~ OMB/Purchasing X Risk Management _X_
DIVISION DIRECTOR APPROVAL: ~~~li-
James L. Roberts
DOCUMENTATION: Included X To Follow Not Required_
DISPOSITION: AGENDA ITEM #~
.
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACTS~Y
Contract with: MC School Board Contract # -
Effective Date: 11/01/03
Expiration Date: 6/30/04
Contract Purpose/Description:
Interlocal Agreement with the Monroe County School Board for use of County meeting
rooms.
-
Contract Manager: Debbie Frederick 4741 Co. Administrator/Stop #1
(Name) (Ext.) (Department/Stop #)
for BOCC meeting on 10/15/03 Agenda Deadline:
CONTRACT COSTS
Total Dollar Value of Contract: $ -0- Current Year Portion: $
Budgeted? YesD NoD Account Codes: - - - -
-----
Grant: $ - - - -
-----
County Match: $ - - - -
-----
- - - -
-----
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (e~. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed
Division Director /0-'-0 YesD NoEt /4)-1- ,)
Risk Management lo/rlO) YesD No~
I[)la 0'
O.M.B./Purchasing 11 U j YesD No '.
YesD No[3'" ~, .),.,
County Attorney /(: -I'~-( "
- / " ''<:!
Comments:
OMB Form Revised 2/27/01 MCP #2
U~~-~~-~~ I~'~~ ~kUM'MUNkU~ ~UUNrY ATTY OFFICE 10.3052823516 PACE 1/2
INTERLOCAL AGREEMENT FOR THE USE OF COUNTY MEETING ROOMS
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 1100 Simonton Street, Key West, FL 33040, hereafter County, and the
Monroe County School Board, whose address is 241 Trumbo Road, Key West, FL
33040, hereafter SchoOl Board.
WHEREAS, the County has meeting rooms at the Harvey Government Center at
Historic Truman School, Marathon Government Center, and the Key Largo Library,
hereafter meeting rooms, with the technical facilities to enable meetings to be
cablecast;
WHEREAS, the County desires to permit the School Board to use the County
meeting rooms; now, therefore
IN CONSIDERATION of the mutual promises and covenants set forth below, the
parties agree as follows;
Section 1.
a) The County authorizes the School Board to hold 16 School Board meetings
during the time period of November 18, 2003 - June 24, 2004 at the meeting rooms
with each meeting approximately two weeks apart. The School Board must coordinate
meeting dates with County Administrator's Office so that no County/School Board
schedule overlap occurs. The School Board will provide a full year's meeting schedule
prior to October 1 each year If a schedule conflict between a School Board meeting
and a meeting of the County Commission, County Planning Commission or County
Code Enforcement hearing does occur, then the County meeting or hearing will take
precedence. In the event of a natural disaster or threat thereof, and the meeting
room(s) become an activated Emergency Operations Center (EOC), this event will
take precedence over any prE~scheduled activities for that time period.
b) The County will televise live the School Board meetings, unless there is a
meeting of the County Commission, County Planning Commission, County Code
Enforcement hearing or similar organization going on at the same time, and will
videotape all School Board meetings. If there is a County meeting or hearing going
on, then the School Board meeting will be televised live on Channel 16 as soon as the
County meeting or hearing is concluded. If the School Board meeting ends before the
County meeting or hearing cilncludes, then the tape of the School Board meeting will
be shown on Channel 16 twice on later dates.
c) Except as provided in See. l(b), the County will replay each School Board
meeting tape one time before the next School Board meeting. The School Board may
request a specific time and date for each replay through the County Administrator's
Office who shall accommodate the School Board's request unless the time requested
by the School Board would conflict with a live telecast of a County meeting or hearing.
d) The County will furnish the School Board one video tape copy of each School
Board meeting.
U\.d--lOt;t-\a;j 14'40 FRO""'ONROE l::OUNTY ATTV OFFICE 10,3052923518 PACE 2/2
Section 2.
a) from the effective date of this agreement, November 18, 2003, through
June 24, 2004, the School Board shall pay the County $6,700 in advance for
approximately 16 School Board meetings (two per month) to be held at the specified
meeting rooms, televised live (if there is no conflict with a County meeting or
hearing), meeting video tapf~s, and one replay of each meeting on Channel 16. The
School Board may add three additional meetings to the 16 authorized above, as
necessary . If the School Board holds meetings in excess of 16 during the period of
November 18, 2003 through June 24, 2004, and desires that the extra meetings be
held at the specified meeting rooms pursuant to this agreement, then the School
Board must pay the County an additional $392.36 for each meeting held. If the
School Board holds less ttlan 10 meetings using the specified meeting rooms,
pursuant to this agreement, during the period of November 18, 2003 through June 24,
2004, then the County must refund or credit $392.36 to the School Board for each
meeting less than 10. If thi!; agreement is extended for subsequent years after June
24, 2004, then for each year thereafter the fee will be adjusted to reflect changes in
County costs.
Section 3. The term of this agreement is from November 1, 2003 through
June 30, 2004.
Section 4. This agret~ment will take effect when executed certified copies are
filed in the Office of the Clerk of the Sixteenth Judicial Circuit and in the Office of the
Monroe County School Board.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals on
the date set forth below.
(SEAL) BOARD OF COUNlY COMMISSIONERS
ATTEST: DANNY l. KOLHAGE, CLER~: OF MONROE COUN1Y, FLORIDA
By By
Deputy Clerk
Date
SUZANNE . H TTON
A&SI8TANT COlJNT~ !JOANEY
Oil. /q/~ '()
ATTEST: MONROE COUNTY SCHOOL BOARD
OF MONROE COUNlY, FLORIDA
By By
Clerk Superintendent
Date
2
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 15. 2003 Division: County Administrator
Bulk Item: Yes -X- No - Department: County Administrator
AGENDA ITEM WORDING:
Approval of Interlocal Agreement with the Monroe County School Board for use of County meeting
rooms.
ITEM BACKGROUND:
The Monroe County School Board has requested to use the County's meeting rooms and usage of
Channel 16 to hold/televise their Board meetings which are held approximately every two weeks. If
this Interlocal Agreement is approved, a meeting schedule will be coordinated between the School
Board and the County Administrator's office.
PREVIOUS RELEVANT BOCC ACTION:
N/A
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST: -0- BUDGETED: Yes - No -
COST TO COUNTY: -0- SOURCE OF FUNDS:
REVENUE PRODUCING: Yes _ No AMOUNT PER MONTH
APPROVED BY: County Atty -X- OMB/Purchasing X Risk Management _X_
DIVISION DIRECTOR APPROVAL: ~- 2..(J~ -4
James L. Roberts
DOCUMENT A TION: Included - To Follow X Not Required_
DISPOSITION: AGENDA ITEM # Vs
AGENDA ITEM WITH LATE DOCUMENTATION
DIVISION: COUNTY ADMINISTRATOR
DEPARTMENT: COUNTY ADMINISTRATOR
SUBJECT: APPROV AL OF INTERLOCAL AGREEMENT
WITH THE MONROE COUNTY SCHOOL BOARD FOR
USE OF COUNTY MEETING ROOMS.
DATE ITEM WILL BE AVAILABLE: OCTOBER 10, 2003