Item C26
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: June 16. 17. 2004
Division:
Public Works
~V-
Facilities Maintenance:!' ·
Bulk Item: Yes -X.... No
Department:
AGENDA ITEM WORDING: Approval to renew the Interlocal Agreement for the Use of County
Meeting Rooms for the Monroe County School Board for the period July 1, 2004 through June 30,
2005.
ITEM BACKGROUND: On June 30, 2004, the current Interlocal Agreement with the Monroe
County School Board will expire. In accordance to the original Agreement dated October 15, 2003
Section 2 (a), the Agreement can be extended for subsequent years after June 24, 2004, then for each
year thereafter the fee will be adjusted to reflect changes in County costs.
PREVIOUS RELEVANT BOCC ACTION: On October 15, 2003, the BOCC approved an
Interlocal Agreement with the Monroe County School Board for the Use of County Meeting Rooms.
CONTRACT/AGREEMENT CHANGES: Renewed contract to commence on July 1,2004, and
expire on June 30, 2005. Fees of $125.00 per hour were added for Channel 16 Equipment costs, in
addition to the regular meeting room fee and labor costs for Channel 16 personnel.
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST:
N/A
BUDGETED: Yes N/ A No
COST TO COUNTY:
N/A
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes~ No
AMOUNT PER MONTH $1112,88 Year $13354,53
APPROVED BY: County Atty --.L OMB/Purchasing X
Risk Management _ X_
DIVISION DIRECTOR APPROVAL:
{~~
Dent Pierce, Director Public Works
DOCUMENTATION:
Included X
To Follow
Not Required_
DISPosmON:
AGENDA ITEM # ~ Th
Revised 1/03
MnNRO-P rOTTNTV "ROA~n 01:' rOTTNTV rn~.fMT~~TONP.~~
CONTRACT SUMMARY
Contract with: M, C. School Board Contract #_
Effective Date: 07/01/04
Expiration Date: 06/30/05
"
Contract Purpose/Description:
To renew the contract for the Use ofCountvMeetirn;( Rooms
Contract Manager: Ann Riger 4549 Facilities MaintlStop #4
(Name) (Ext. ) (Department/Stop #)
for BOCC meetiAA on 06/17/04 Ap;enda Deadline: 06/01/04
CONTRACT COSTS
Total Dollar Value of Contract: $ ~ Current Year Portion: $ Revenue
Budgeted?YesD NoD Acc~ -_- -
Grant: $ N/A _- -_- -
County Match: $ N/A _-_-_-_-_
- - - -
-----
ADDITIONAL COSTS
Estimated Ongoing Costs: $ Iyr For:
otincludedindoUarvalueabove) e . maintenance utilities 'anito.
CONTRACT REVIEW
Changes
Date In Needed
Division Director 5/'2.1 /o~ YesD NoD
Risk Management ~/;l'df YesO N~
O.M,B,/Purchasing sJ2JicJfyesO Ng
County Attorney 5/Zif!CY YesD NoW S ~ -
Date Out
Comments:
OMB Form Revised 2127101 Mer #2
INTERLOCAL AGREEMENT RENEWAL
FOR THE USE OF COUNTY MEETING ROOMS
(Monroe County School Board)
THIS Renewal is entered into this 16th day of June 2004, pursuant to Sec. 163.01, FS, by
and between Monroe County, a political subdivision of the State of Florida, hereafter
County, and the Monroe County School Board, hereafter School Board, in order to
Renew the original Interlocal Agreement for the Use of County Meeti.n8 Rooms dated
October 15,2003, (a copy which is incorporated hereto by reference) as follows:
1. The County authorizes the School Board to hold 16 School Board meetings
during the time period of July I, 2004 through June 30, 2005.
2. Pursuant to Section 2 of the original Agreement dated October 15,2003, fees are
adjusted to reflect changes in County costs, which currently include a $125.00 per
hour equipment cost for Channel 16 services. Charges for the scheduled IS
meeting room reservations shall be billed for the total amount of $14,820.45.
3. An Indemnification and Hold Harmless Agreement hereby becomes part of the
Interlocal Agreement. The parties to this agreement stipulate that each is a state
governmental agency as defined by Florida Statutes and represents to the other
that it has purchased suitable Public Liability, Vehicle Liability, and Workers'
Compensation insurance, or is self-insured, in amounts adequate to respond to any
and all claims within the limitations of Florida Statute 768.28 and 440, arising out
of the activities governed by this agreement.
Each party shall be responsible for any acts of negligence on the part of its
employees, agents, contractors, and subcontractors and shall defend., indemnify
and hold the other party harmless from all claims arising out of such actions.
4. In all other respects, the original agreement between the parties dated October 15,
2003, 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:
Deputy Clerk
Mayor/Chairperson
ATIEST: 'JZAf..NE A. HUTTO COUNTY SCHOOL BOARD
)ate.~.S:tiT~TTORrQi MONROE COUNTY, FLORIDA
By: By:
am S~m~~m
Date:
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, l<ey 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 th~ .meetlng
room(s) become an activated Emergency Operations Center (EOC), this event will
take precedence over any prescheduled 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 meetlng.,or: bearing conc~udes, then the tape of the School Board meeting will
be shown on Channel 16 twice on later dates. .
c) Except as provided In Sec. 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.
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 a~ the specified
meeting rooms, televised live (if there is no conflict with a County meeting or
hearing), meeting video tapes, 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 than 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 this 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 agreement 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.
L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
L)J~ >n ~
By
Mayor/Chairperson
Date
c. tOJ ~
eputy Clerk
/O-IS-cJ~
A lTEST:
BY~~~~
o-~
Date _ c2f{ [)CJ()~
By
.ntendent
MONROE COUNTY ATTORNEY
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